Policies and Procedures

High Plains Drifters Soccer Club Policies and Procedures

Mission

The mission for the High Plains Drifters Soccer club is to provide a positive competitive soccer atmosphere in the Amarillo area that allows local players not only to develop their athletic skills, but to also develop into outstanding citizens in our communities.

 Philosophy

The High Plains Drifters Soccer Club understands that soccer is a very competitive sport. Soccer is a game, a game that players, coaches, and parents affiliated with the High Plains Drifters are passionate about. This passion for the game is seen in the number of players that play with our club year after year, all of whom are encouraged whole heartedly to reach their full potential. Positive, experienced coaches are dedicated to teach the techniques and tactics of the game as well as good sportsmanship. These are some of the reasons the High Plains Drifters Soccer Club is the largest, most successful soccer club in the area.

 

TEAM ADMINISTRATION

Each team will have a Head Coach and Team Manager.

Head Coach

Each head coach will be a professional soccer instructor. 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.
  • Works with club business manager to keep team current on player dues

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
  • Ensure that all required volunteer activities are covered
  • Ensure that the team is in accordance with the expectations set forth by the club and league of play.
  • Works with coach and club business manager to keep team current on player dues

Team Administrative Requirements

  • Each team will ensure they have a team manager that will be assigned by team coach
  • Each team will provide the appropriate number of volunteers for each Club activity when needed
  • The Club will pay for 2 tournaments per contract year of a maximum registration fee of $800 per tournament.
  • Each team is responsible for any fees or expenses related to participation in leagues and tournaments, etc. that are above the levels committed to by the Club. i.e. Late fees, sit out fees, coverage above $800 tournament registration.
  • 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 team league registration in gotsoccer, providing documentation via email for league fees, tournament fees and referee pay to the club business manager in a timely manner at glennad.henderson@gmail.com

 

PARENT/PLAYER COMMITMENT

Parent/Player Agreement

Every parent and player consents to a code of conduct agreement and all club policies, local soccer association policies, team league policies and rule set forth, dictated by North Texas State Soccer Association (NTSSA) upon accepting an invite to join the club. This Parent/Player agreement sets out expectations relative to behavior, sportsmanship, practice participation, dues and conduct as a member of High Plains Drifters Soccer Club. By signing the contract, 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. Voluntary withdrawal from the club does not dismiss parent/player from the financial commitment of said contract season. No refunds, partial or full will be made in the event a player is suspended or removed from the program.

 

Player Supervision

All parents/guardians are responsible for the supervision of their player during travel. For those situations where the parent cannot be present, the parent must ensure that the child is supervised by another family attending the same event. The club and its officers’ do not assume responsible of players/parents during non-club event while on travel.

Sideline Behavior

Parents are expected to maintain a positive example of sportsmanship 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.  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, fined or removed from league. 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.

Guest Player Participation

Guest players may be used, as needed, to fill out team roster at tournaments due to loss of player i.e. injury, illness, other unavoidable circumstance. The club will not pay for any expenses incurred for the use of a guest player. All expensed will be paid for by the guest player and/or the requesting team.  Drifter contracted players must obtain coach approval to guest play for other teams for tournament purpose only. This must not interfere with other team activities and play.

DISCIPLINARY ACTION

Behavior by the parent or player in contravention to the player/parent agreement and/or deemed inappropriate by the High Plains Drifters Soccer Club of Board Members will result in disciplinary action which may include but is not limited to the following:

  1.   Issue a letter of reprimand
  2. Place on probation with such special conditions as are deemed appropriate
    3.    Suspend for a definite period of time not to exceed one (1) year from the date of offense

Disciplinary action may be extended to include all family members.

If the Executive Board finds the conduct of any player/parent purposely ignores the HPD Soccer Club 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.

PLAYING TIME

HPD Soccer Club does not have a policy on equal playing time for all players on a team. Playing time is a coaching decision can be determined and based on several factors including: attendance at practices and games; attitude at practices and games; and playing ability. However, HPD Soccer encourages all coaches to substitute so that all registered players have some playing time.

UNIFORMS

All players are required to wear club approved uniforms from current contracted vendor. Players are not allowed to wear attire from other venders ie Nike, Adidas etc.. Taped number to t-shirts or jerseys is not acceptable.

PRACTICE ATTENDANCE

Training is mandatory. A player and team cannot improve if player(s) do not attend practices. If training is missed a player must notified team coach ahead of time.

GRIEVANCES

Grievances or complaints about team matters should be directed to the head coach and, if possible, resolved at the team level. If the matter cannot be resolved at the team level, the head coach should present the grievance or complaint to the Director of Coaching and Club President. Grievances or complaints about the coach should be communicated directly to the Director of Coaching. All grievances or complaints given to the Director of Coaching will be reviewed with the Board as needed. All grievances and complaints should be resolved in accordance with Club and NTSSA rules, policies and procedures. If no clearly applicable rules, policies, or procedures exist, the HPD Board Members will make the final determination.

CLUB FEES and Financial Policies

Fees for participation in the club cover the entire soccer year (July 1 – June 30). 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 issued to players who choose not to participate for any reason at any point after the commitment is made. Monthly drafts will continue for the entire soccer year (July 1 – July 30). At the discretion of the HPD Board a discretionary credit may be considered for an injury with physician note and appropriate injury paper work completed or for a relocation of 50 miles or more.  Requests must be submitted in via email to the Club Business Manager and must include proof of injury or relocation.  No refunds, partial or full will be made in the event a player is suspended or removed from the program. Discounts will be given for payment in full for annual dues and multi players in club. All monthly payment are mandatory to be set up on an automatic bank draft.  Bank drafts will be on the 5th,10th,15th and 20th of the month. All dues not collected by the 20th of the month are considered late.Failure to pay fees on time will result in late fees along with 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. Any fees incurred by HPD to collect fees owed including but not limited to collection agency and attorney fees will be added to the balance due. The Club Business Manager must be notified in writing in case of circumstances preventing the fulfillment of fee commitments. Send all correspondence to Club Business Manager at glennad.henderson@gmail.com

Late Fees/Penalties

  • Installment Late Fee
    A $30 per monthlate 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 Club Business Manager in writing BEFORE the payment due date.

 

  • Return Draft Fee– A $30 charge will be added to all accounts for draft returned insufficient.

FINANCIAL ASSISTANCE PROGRAM

The HPD Soccer Club is committed to help players/family based upon financial needs. To that end, HPD has established a financial assistance program to support needy families. There will be no full dues scholarships. Scholarships are awarded on a reduced dues basis, team numbers and funds available.  The program allows for those families to perform additional volunteer duties over the course of the soccer year, in order to supplement reduced dues ie Drifter Ball, golf tournament, team fundraisers. Applications for financial assistance must be turned in to club manager/business manager by June 15th. Application received passed this time may not be accepted. All applications are kept confidential.

 

All applicants for financial assistance will be required to provide proof of need i.e. number of dependents and any additional information requested by the club. Funds are limited and will be determined by the number of qualified applicants, team numbers and the total amount of funds available and scholarships awarded in previous years. Financial assistance is only awarded on the fees and does not include registration fee, 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

HPD has two fundraising events The Drifter Ball in January and HPD Golf Tournament in June. HPD 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 fundraised without the approval of the HPD Board of Directors. In addition, teams are not allowed to seek donations from corporate sponsors, vendors and marketing partners without Board approval.  Spending of team funds need to have a majority vote on expenditures documented via email or writing by team manager/coach.

TOURNAMENTS

Policies and Fees

Each team is allowed two tournaments during the soccer contact year.

Decisions to participate in additional tournaments are at the discretion of the individual teams. Entry fees, 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.

TRYOUTS

Procedure

Trying out for the High Plains Drifter Soccer Club is a privilege and not a right. Tryouts will held after the legal starting date as dictated by NTSSA, currently is July 1st. These tryouts are designed to evaluate players and ensure that they are placed on the appropriate roster. Roster decisions will be made by the team coach with guidance from the Director of Coaching.

Team Assignment/Age Appropriate

All players must tryout at the age appropriate level set by NTSSA. (see age matrix under forms at the NTSSA)  http://www.ntxsoccer.org/youthforms.aspx  Players will try out for proper gender. If no team exist player may try out for the next oldest age level. Returning player will need to attend tryouts.  Any exception to the tryout policy must be approved by the Director of Coaching.

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