Current Section
Policies and Procedures
COMPETITIVE PROGRAM PHILOSOPHY
The Ela Travel program is committed to developing players, coaches and referees in a positive soccer environment. Our goal is to provide an opportunity for players to play at the highest level commensurate with individual ability, potential and interest. To support this goal, Ela Travel provides professional training and coaching at all age levels, along with a myriad of programs designed to maximize player potential, character and sportsmanship.
Each team will have a Head Coach and Team Manager.
Head Coach
Each head coach will be a professional soccer trainer. The role of the Head Coach is:
- To train the team
- To coach during games
- To undertake player evaluations
- To hold two team meetings during the course of the year
- Be the first line of communication for team parents when a potential grievance is identified
- To address concerns from parents concerning their child
- To communicate with their team manager relative to schedules, tournaments, etc.
Head Coach Scheduling
A Head Coach may be coaching more than one ESC team. Because of this, there will be schedule conflicts that prevent the Head Coach from making it to every game. In theses instances another ESC professional trainer will cover the game.
Team Manager
The role of the Team manager is to:
- Handle all administrative duties for the team
- Communicate all information to the team in a timely manner
- Keep the team calendar updated for use as primary source of scheduling information
- Ensure that all required volunteer activities are covered
- Ensure that the team is in accordance with the expectations set forth by the club
Team Administrative Requirements
- Each team will ensure that they have a team manager
- Each team will ensure a field safety check is done prior to each practice and home game. Any safety concern that is identified must be brought immediately to the attention of the Director of Fields. These safety checks must be logged using the appropriate Club form and the log turned into the Club office at the end of each outdoor session.
- Each team will provide the appropriate number of volunteers for each Club activity when needed
- Each team is responsible for any fees or expenses related to participation in tournaments, etc. that are above the levels committed to by the Club.
- Each team is responsible for ensuring that the appropriate respect and good sportsmanship are displayed at all times by their parents, spectators and players.
- Each team is responsible for ensuring that at least one parent form the team is present at every team practice and game.
Parent/Player Agreement
Every parent and player consents to a code of conduct agreement and all club policies upon accepting an invite to join the club. This Parent/Player agreement sets out expectations relative to behavior, sportsmanship, and conduct as a member of ESC. By signing the document, the parent/player agrees to honor this agreement. Violations of the agreement may result in sanctions imposed on the offending member. These sanctions may include, but are not limited to: reprimand; suspension from the team and club activities and facilities; and in extreme cases, expulsion from the club. No refunds, partial or full will be made in the event a player is suspended or removed from the program.
Player Supervision
All parents are responsible for the supervision of their children. For those situations where the parent can not be present, the parent must ensure that the child is supervised by another family attending the same event. No children should be left at an event unsupervised. Any situation where a child is at an event unsupervised must be immediately reported to the club office.
Recruiting Practices and Poaching
By accepting an invitation to join the Club, the player commits to playing in the Club for the entire soccer year. Any player or parent found to be actively recruiting Ela players to transfer to another soccer organization will be suspended for a minimum of one year and may be further disciplined by the Board of Directors. In instances where a parent is directly involved, and has more than one player in the Club, the suspension will be extended to include all other family members.
Sideline Behavior
Parents are expected to maintain a positive sportsmanship approach towards all players, officials, coaches, and other families before, during, and after a game. Verbal or physical assaults on referees, players, coaches or other parents will not be tolerated and will be cause for suspension. In addition, it is important that parents avoid attempting to help coach players from the sideline. League rules require that coaches be located in the bench area during the course of a game. Teams that are deemed to be breaking this rule may be subjected to a penalty. By observing this rule, the parents also reduce potential confusion created when players receive instructions from multiple sources. Allowing the coaches to be the sole source of instruction during a game ensures that the potential for player confusion is reduced.
Behavior by the parent or player in contravention to the player/parent agreement and/or deemed inappropriate by the Board will result in disciplinary action.
First instance: Parent will be issued a formal notice and warning. (consider this the yellow card)
Second Instance: Minimum financial penalty of $250 payable immediately. The players pass will be held until fine is paid (no game or practice participation). In addition to the fine the offending parent will be suspended from attending a minimum of 5 games. (consider this the red card)
Third Instance: If a third violation occurs then parent/player shall be removed from club for the remainder of the soccer year. If they want to rejoin the club the following season then they can petition the board for reinstatement.
Non-Sanctioned Event Participation
Ela Soccer Club is dedicated in providing a complete development program for each individual player. Therefore, as a rule, the club does not support player participation in non-Ela events, even if they do not conflict with the Player/Parent Agreement or the Policies and Procedures manual. Any player participation in a non-Ela event must be approved by the club.
PLAYING TIME
Ela Soccer Club does not have a policy on equal playing time for all players on a team. Playing time is determined by several factors including: attendance at practices and games; attitude at practices and games; and playing ability. However, Ela Soccer encourages all coaches to substitute so that all registered players have some playing time.
PRACTICE ATTENDANCE
Training is mandatory. If training is missed a player can make it up with a team whose level or age group is below the current team. At no point can players substitute their team training with a level or age group above.
GRIEVANCES
Grievances or complaints about team matters should be directed to head coaches and, if possible, resolved at the team level. If the matter can not be resolved at the team level, the head coach should present the grievance or complaint to the Director of Coaching. All grievances or complaints given to the Director of Coaches will be reviewed with the appropriate Board Subcommittee. The Subcommittee has the authority to resolve the matter, make a recommendation to the Board, or refer the matter to the Board.
All grievances and complaints should be resolved in accordance with Club, IYSA and USYSA rules, policies and procedures. If no clearly applicable rules, policies, or procedures exist, the Board of Directors will make the final determination.
DISCIPLINARY ACTION
Recruiting: Player will be suspended for a minimum of one year and may be further disciplined by the Executive Board. In instances where a parent is directly involved, and has more than one player in the Club, the suspension will be extended to include all other family members.
Sideline Behavior: Behavior by the parent or player in contravention to this agreement and/or deemed inappropriate by the Board will result in the following:
Sideline Behavior: Behavior by the parent or player in contravention to this agreement and/or deemed inappropriate by the Board will result in the following:
First instance: Parent will be issued a formal notice and warning. (Consider this the yellow card)
Second Instance: Minimum financial penalty of $250 payable immediately. The players pass will be held until fine is paid (no game or practice participation). In addition to the fine the offending parent will be suspended from attending a minimum of 5 games. (Consider this the red card)
Third Instance: If a third violation occurs then parent/player shall be removed from club for the remainder of the soccer year. If they want to rejoin the club the following season then they can petition the board for reinstatement.
If the Executive Board finds the conduct of any player/parent purposely ignores the Rules, Regulations or is detrimental to the objectives of the club, it may suspend the member, or take such other sanctions or actions deemed necessary under the circumstances.
CLUB FEES AND FINANCIAL POLICIES
Fees for participation in the club cover the entire soccer year (fall, indoor, and spring). A player who accepts an invitation to play with the Club commits to pay the entire fee for the full soccer year. No refunds, partial or full, will be made to players who choose not to participate at any point after the commitment is made.
At the discretion of the ESC Board a credit may be considered for relocation or medical reasons that prevent a player from participating for a period of 8 weeks or more. Requests must be submitted in writing to the Executive Director and must include proof of relocation or medical condition.
No refunds, partial or full will be made in the event a player is suspended or removed from the program.
Failure to pay fees on time will result in the player being suspended from play for all practices, games and tournaments. Upon receipt of payment, including any late fees the player will be reinstated. The player is considered illegible for play until all financial issues are resolved
The Executive Director must be notified in writing in case of circumstances preventing the fulfillment of fee commitments. Extended payment plans will be considered on a case by case basis.
Late Fees
· Registration Late Fee
Failure to submit the required registration paperwork by the designated dates will result in a $30 late fee. This fee must be remitted in addition to the minimum of the first installment to complete the registration process.
Failure to submit the required registration paperwork by the designated dates will result in a $30 late fee. This fee must be remitted in addition to the minimum of the first installment to complete the registration process.
· Installment Late Fee
A $30 per month late fee will be applied to all accounts that are not paid by the due date. The late fee will be charged for every month the payment is late. The late fee remains in force and due even if the players pass has been pulled. Any request for this fee to be waived must be submitted to the Executive Director in writing BEFORE the payment due date.
A $30 per month late fee will be applied to all accounts that are not paid by the due date. The late fee will be charged for every month the payment is late. The late fee remains in force and due even if the players pass has been pulled. Any request for this fee to be waived must be submitted to the Executive Director in writing BEFORE the payment due date.
The Ela Soccer Club is committed to ensuring that no child shall be denied a roster spot based upon financial needs. To that end, ESC has established a financial assistance program to support needy families. The program allows for those families to perform additional volunteer duties over the course of the soccer year, in lieu of paying the club fees.
Applications for financial assistance must be received before or at the time of registration. Applications are kept confidential.
All applicants for financial assistance will be required to provide proof of need. Funds are limited and the amount of an individual award will be determined by the number of qualified applicants and the total amount of funds available. Financial assistance is only awarded on the fees and do not include uniforms or any other team specific additional expenses. The program is monitored to ensure that participating families perform the expected duties. Those families who sign up for the financial aid program but do not perform their required duties will lose their right to participate with the club and lose the opportunity to participate in the program going forward.
FUNDRAISING
Ela Soccer Club will seek additional ways to raise funds to help defray the cost of the program, and is open to suggestions. Suggestions should be forwarded to the Board for review. No individual team shall fundraise without the approval of the Ela Board of Directors. In addition, no teams are allowed to seek donations from current Club vendors and marketing partners.
TOURNAMENTS
Policies and Fees
Each team is expected to participate in tournaments each soccer year as laid out in the program and fee structure relative to the age group. As part of the players’ fees, the club will help cover the expense of the entry fees for each team during the course of the soccer year. Each team will receive a budget amount for this purpose. Any expenses incurred by the teams beyond this budget amount are the responsibility of the team.
Selection of the tournaments will be done by the Director of Coaching and will be based upon team development needs, variety of competition, cost, etc.
Decisions to participate in additional tournaments are at the discretion of the individual teams. Entry fees, as well as trainers’ fees, accommodations, and travel expenses will be the sole responsibility of the participating team. All tournament fees, including those for additional tournaments, must be processed through the club office. For additional tournaments, the club will not process or forward any payment unless the full amount of the payment has been provided by the requesting team at the time of the request.
Fees Policy
As part of the players’ fees, the club will cover the expense of one indoor winter league session for each team during the course of the soccer year. Each team will receive budget amount for this purpose. Any expenses incurred by the teams beyond this budget amount are the responsibility of the team. The club will not process or forward any payment for indoor sessions unless the full amount of the payment has been provided by the requesting team at the time of the request
Procedure
ESC will hold tryouts for every age level during the spring soccer season. These tryouts are designed to evaluate players and ensure that they are placed on the appropriate roster. Roster decisions will be made by the Director of Coaching and the ESC professional coaching staff. It should be noted that Ela players are continually evaluated during the course of the soccer season. This provides the opportunity to make roster adjustments during the course of the season where appropriate.
Age Appropriate
All players must tryout at the age appropriate level. Exceptions may be made for those players who, due to where their birthday falls on the calendar, could play either age appropriate or school grade appropriate. Any exception to the tryout policy must be approved by the Director of Coaches and reviewed by the Travel Board Subcommittee.
Team Assignments
Team assignments are made by the Director of Coaching and the ESC professional coaches and are based upon skill level and capabilities. The club is committed to ensuring that the team assignment is either age appropriate or grade appropriate. However, the Club reserves the right to assign individual players to teams that are not age appropriate, but better fit with the player’s skill level and capabilities. The Club also reserves the right to assign players to teams to ensure that there are enough players to field a team at a particular age group, as long as the assignment does not negatively impact the player’s development. Any team assignment that is not age or grade appropriate must be approved by the Director of Coaching and reviewed by the Travel Board Subcommittee
Player/Parent Agreement
As an Ela Soccer Club player, the player agrees to:
- Represent Ela Soccer with values and principles of the highest standard both on and off the field.
- Honor all commitments as required by Ela Soccer Club.
- Treat all teammates, opponents, parents, officials, and coaches with courtesy, respect, and good sportsmanship
- Participate exclusively with Ela Soccer Club for the entire soccer year unless extenuating circumstances exist (i.e.: relocation out of the area) and to not participate in any non-sanctioned training session or event for the duration of this agreement without the written approval of the Director of Coaching.
- Notify the Director of Coaching if a member of another club’s coaching staff or other club representative approaches them for purposes of recruitment.
- Commit to not recruit Ela players to transfer to another soccer organization.
- Accept that the club reserves the right to move players between teams.
- Attend all Ela Soccer Club training and games as required. Player understands that non-attendance without providing sufficient cause and notice may result in the forfeiture of the player’s place within Ela Soccer Club.
- Wear and maintain proper club training and game apparel. Player understands that they are required to wear official Ela Soccer apparel at all sessions.
- Commit to being on time for all Club functions.
- Commit to supporting Ela Soccer Club in activities that directly benefit the club.
- Refrain from using foul language, alcohol, drugs, or nicotine or anything in that sense that degrades the player’s athletic condition.
As a parent and/or guardian of an Ela Soccer Club player, the parent agrees to:
- Pay all Ela Soccer Club fees in full. Accept that all fees are non-refundable and non-transferable and also accepts that late fees will be assessed when payment does not occur in a timely manner. Parent/guardian agrees that they have read and agree to the financial terms and conditions.
- Participate exclusively with Ela Soccer Club for the entire soccer year unless extenuating circumstances exist (i.e.: relocation out of the area) and that the player will not participate in any non-sanctioned training session or event for the duration of this agreement without the written approval of the Director of Coaching.
- Commit to not recruit Ela players to transfer to another soccer organization or non Ela Soccer trainer.
- Accept any parent or player found recruiting Ela players will be suspended for a minimum of one year and may be further disciplined by the Executive Board. In instances where a parent is directly involved, and has more than one player in the Club, the suspension will be extended to include all other family members.
- Support the player in a positive manner.
- Allow the coaches to manage the players and refrain from offering additional instruction during games or practices.
- Avoid criticizing players, teammates, coaches, organization, or opponents in public.
- Respect the need for a cooling off period immediately after games and not attempt to offer critiques to coaches until sufficient time has passed. All critiques will be approached in an adult, positive way and not occur in front of youth players.
- Ensure that the player refrain from using foul language, alcohol, drugs or nicotine.
- Treat all players, opponents, parents, officials, and coaches with courtesy, respect, and good sportsmanship.
- Accept that the club reserves the right to move players between teams .
- Provide transportation to and from all soccer events and ensure the player is prompt in arrival and departure.
- Ensure that the player is properly equipped for participation in all soccer activities.
- Support Ela fundraising activities in ways that help make the activities a success.
- Review the Ela Soccer Club Privacy Policy and accept its use by the club.
- Review and accept all Ela Soccer Club policies.
Disciplinary action
Recruiting: Player will be suspended for a minimum of one year and may be further disciplined by the Executive Board. In instances where a parent is directly involved, and has more than one player in the Club, the suspension will be extended to include all other family members.
Sideline Behavior: Behavior by the parent or player in contravention to this agreement and/or deemed inappropriate by the Board will result in the following:
Sideline Behavior: Behavior by the parent or player in contravention to this agreement and/or deemed inappropriate by the Board will result in the following:
First instance: Parent will be issued a formal notice and warning. (Consider this the yellow card)
Second Instance: Minimum financial penalty of $250 payable immediately. The players pass will be held until fine is paid (no game or practice participation). In addition to the fine the offending parent will be suspended from attending a minimum of 5 games. (Consider this the red card)
Third Instance: If a third violation occurs then parent/player shall be removed from club for the remainder of the soccer year. If they want to rejoin the club the following season then they can petition the board for reinstatement.
If the Executive Board finds the conduct of any player/parent purposely ignores the Rules, Regulations or is detrimental to the objectives of the club, it may suspend the member, or take such other sanctions or actions deemed necessary under the circumstances.
