immaculate heart of mary parish athletic booster...

IMMACULATE HEART OF MARY PARISH

ATHLETIC BOOSTER MINISTRY

Organizational Operating Procedures

Revised May 2016

SECTION 1 – PROGRAM OFFERINGS

1. The I.H.M Booster Organization will offer the following sports programs:

2. League Participation

a. All sports and teams may only participate in leagues that have been approved by the

Commission which oversees the Catholic Youth Athletic Charter for the Archdiocese of

Cincinnati.

b. Teams will participate in “Catholic Leagues” which have been approved by the

Commission, with exception to some sports which have a different league or event type

situation for their competitions. Participation in these “Non-Catholic Leagues” must be

approved by the Commission. All requirements of the Charter on Catholic Youth

Athletics are still applicable regardless of the participation in a Catholic or Non-Catholic

league or event.

c. As of the revision date of this policy, the following sports are using the exception policy

in Section 1.2.b to participate in competitions:

i. Cross Country – competes in open invitation meets

ii. Competition Cheer – competes in open invitation competitions

iii. Golf – competes in the Cincinnati Middle School League

SECTION 2 - PARTICIPATION ELIGILIBITY

2. Determining Eligibility (CCYA 4.2)

2

IHM Athletic Boosters Operating Procedures Revised – May 2016

a. Eligibility for participation on an Booster Athletics team shall be determined by the

following:

i. Parish registration: The participant’s parent or legal guardian is registered with

the Immaculate Heart of Mary parish. If the parents of a participant are

registered at an additional parish, the child is expected to play in only one parish

per school year (July through June); OR

ii. Catholic elementary school: The participant attends Immaculate Heart of Mary

school. If a participant from one parish attends another parish’s school, or a

non-parish school, the participant may participate either on the team(s) of the

school they are attending, or the parish’s team(s); OR

iii. Unaffiliated participants: Children (Catholic or non-Catholic) who are not

registered with a Catholic parish or attending a Catholic school may participate

in Booster Athletics only by special application and permission by the parish

Pastor, the Booster Board and the league(s).

3. Terms of Team Membership

i. Participants are expected to play for the same parish for an entire school year,

unless the family residence moves to a different locale and parish, in which case

a change is permitted. If the Booster Organization sponsors a team in a

particular sport, the individual is to participate one team and is not permitted to

play for a different parish or school without written approval by the parish

Pastor, the Booster Board and the league(s), on a case-by-case basis.

4. Religious education requirements

a. Catholic participants: Catholic participants will be enrolled in and regularly attend the

parish or school religious education in the current school year (which may be scheduled

during the summer or the school year). Three or more unexcused absences from

religious education sessions will normally result in suspension from the team. Legitimate

excused absences such as due to illness will be assessed on a case-by-case basis by the

Booster Board.

b. Non-Catholic participants in Catholic schools: In the case of non-Catholic children

enrolled in school, they are eligible to play provided they attend the school’s religious

education classes in the current school year.

c. Non-Catholic participants in Catholic parishes: In the case of non-Catholic children

whose parents have enrolled in RCIA or are otherwise in the process of becoming

Catholic, they are eligible to play provided they are enrolled in and regularly attend the

parish’s religious education in the current school year. Missing three or more religious

education sessions will normally result in suspension from the team.

d. Unaffiliated participants: unaffiliated participants are not required to attend religious

education

5. Other Eligibility Requirements

a. The Booster athletics organization has the right to establish in its Organizational

Documents additional criteria for eligibility, with the approval of the Pastor, and may

deny team membership to any otherwise qualified individual based on those criteria,

3


provided the criteria are aligned with the mission, goals, principles, policies and

guidelines of this Charter.

6. Where Participants May Join Teams

a. Determination of the parish or school where a child is eligible to join a team is based on:

i. the home parish where the parents and family are registered; then

ii. the school ; then if neither the child’s home parish nor school offers a given

sport,

iii. proximity to the child’s residence. In this case, distance considerations are

expected to radiate out in all directions from the child’s primary residence, as

follows:

1. The first request for participation is expected to be made to the

parish/school that is closest to the individual’s residence.

2. If the closest parish/school does not have a team, or doesn’t accept the

individual, the individual may play for the second closest parish, and so

on.

b. If IHM Boosters cannot provide a complete team in a particular sport, but has children

interested in participating, the organization can:

i. Place them on another parish team geographically adjacent, or

ii. Form a combined team with one or more adjacent parishes, in which case all

children from a given parish are expected to play for that team.

iii. If no parish or school is able to accept an individual, the league and/or the

Commission may assist in placing the individual in an appropriate program.

7. Athletic teams are open to all students provided there is no conflict with League, or O.H.S.A.A.

rules as they pertain to PRP junior high students.

a. O.H.S.A.A Regulations for Participating in Non-School Teams (non-school in this case

refers to PRP students not attending IHM school); Source:

http://ohsaa.org/sports/rglts/GeneralSportsRegulations.pdf

7.3) Regulations Permitting Students to Participate on Non-School Teams

Outside of the School Team’s Season

7.3.1) Selected Team Sports – A member of a school program or team in the

team sports of…basketball,…and volleyball may participate with a non-school

program or team in contests, tryouts, training and/or practices prior to and after

the school team’s season under the following condition:

The number of team members on the non-school team who came from the

same school is limited to a maximum of 50 percent of the members of a team as

defined in the playing rules of the sport. The 50 percent team limit is as follows:

Basketball - 2 players

Volleyball - 3 players

8. A child may not be a member of an "A" team if he/she has other conflicting extracurricular

obligations (non-school activities) outside of IHM.

http://ohsaa.org/sports/rglts/GeneralSportsRegulations.pdf

4


a. Attendance at "A" team practices and games must take priority as defined:

i. 80% of practices

ii. 90% of League regular season games

iii. 100% of League Tournament post-season games (absences from invitational

tournaments not included. Consequence is per the coach’s discretion).

b. Excused absences include illness, injury and a major family event, but do not include

Non- sporting events.

c. Failure to comply with the rule for regular season practices and games will result in a 1

game suspension. A repeat offense will result in removal from the team and forfeiture

of eligibility for the “A” team in the upcoming season(s).

d. Missing one League playoff game will result in forfeiture of eligibility for the “A” team in

the upcoming season(s).

e. For fall sports, a child may participate in one sport, with these exceptions:

i. Child may co-participate in both Girls Volleyball and Girls Cheerleading

ii. A 6th grader may co-participate in Golf and Girls’ Volleyball or Boys’ Football

SECTION 3 - SCHEDULING (CCYA 5.2.6, pg 26)

1. Scheduling Criteria: Sundays, Triduum, and Religious Education.

a. Sundays and Holy Days: No scheduling of athletics activities (including games, practices,

tournaments, and other meetings) at parishes, schools or at Facilities, on or off-site, on

Sundays and Holy Days before 1:00pm (e.g., 1:00pm kickoff, tipoff, starting whistle,

etc.).

b. No scheduling of athletics activities on-site at Catholic parishes that adversely affect the

parish’s worship (for instance due to noise or parking problems) during Saturday and

Sunday afternoon and evening liturgies.

c. Triduum: No scheduling of athletics activities (including games, practices, tournaments,

and other meetings) on Holy Thursday, Good Friday, Holy Saturday or Easter Sunday.

d. Religious education and sacramental preparation: Athletics activities (including games,

practices, tournaments, and other meetings) are not to be scheduled when the children

involved normally would be attending religious education, sacramental preparation

programs and the like. If conflicts occur, programs of religious education, sacramental

preparation and the like take precedence. Coaches are expected to support the faith

formation of their players, and in no case are children to be penalized (for example,

being required to sit out all or part of a game) by coaches or athletic leaders for missing

a practice or game due to participation in such programs.

SECTION 4 - CODE OF CONDUCT (COC) – Exhibit A

1. Athletic Directors and/or Commissioners will present goals and expectations to coaches for each

sport. Coaches must have a parent meeting with their team to present the Code of conduct,

goals and expectations. One parent must attend the parent meeting. All parents, athletes, and

5


coaches must sign a "Code of Conduct" form prior to start of season. No participation until

forms are signed. A code of conduct form is required for each sport.

2. Behavioral Expectations (CCYA 6.2.12,13,17; 8.2)

a. Code of Conduct

i. Coaches are responsible for the behavior of their players during practices,

games, meetings, and tournaments.

ii. Parents are responsible for their own behavior, and the behavior of children in

their care.

iii. Ejection and Suspension - Sanctions for Non-Compliance with the Code of

Conduct: Participation on a team and attendance at practices and games are

privileges not rights for players, coaches, parents and fans. In the case of a

violation of the Code of Conduct, a coach or other official or authorized leader

may choose to deliver a warning, or if the violation warrants it the individual

may be ejected and suspended, as follows:

1. Ejection: A coach, parent, or fan who is ejected for any reason must

leave the premises (including the field of play, stands, and adjacent

areas such as nearby parking lots) and shall be suspended for the next

scheduled game. A player who is ejected from the game is not required

to leave the premises. However, if a player (or child fan unaccompanied

by an adult) is ejected and required to leave the premises, that child

should be supervised by at least two adults until the child is directly

under the supervision of a parent or guardian, in compliance with the

Decree on Child Protection.

2. Suspension: An individual who is suspended shall be prohibited from

attending the next game. Suspensions for egregious violations may

include multiple games, practices, and other team activities at the

discretion of athletics leaders. Suspension shall follow ejection as a

consequence of the violation. Any violation of the suspension or a

subsequent violation shall trigger an escalating series of responses, as

follows:

Violation When/Where Occurred Sanction

First Before, during, or after a game or practice

Ejection for the rest of the game or practice; attendance at next game prohibited.

Second Before, during, or after a game or practice

Ejection for the rest of game or practice; attendance at next two games prohibited.

Third Before, during, or after a game or practice

Attendance at practices, games and any other team activities is prohibited for the rest of the season

3. Grievances

a. Grievances are categories into 2 categories and will be handled accordingly:

6


i. Type 1 – General Complaints, Concerns, Issues & Questions

1. Should follow the standard process outlined in the IHM Boosters Code

of Conduct

2. Parents and Coaches should work together to come to a common

understanding of the matter and come to an agreed upon resolution

3. If unsatisfied, the matter should be brought to the attention of the sport

commissioner and subsequently the sports Athletic Director.

4. If the matter remains unresolved a Type 2 Grievance can be filed by any

person involved in the matter with the President(s) of the IHM Booster

Board

ii. Type 2 - Formal Grievance to the IHM Board & Grievance Committee

1. The Grievance will be logged on the IHM Booster Grievance tracking

record. (Exhibit B)

2. All documentation (including emails, notes from formal meetings

between parties where a board member is present, and any other forms

of written communication) must be retained for a minimum of two

years.

3. The IHM Booster board will discuss the matter via in person meeting or

conference call. Meeting will define options and recommendations for

resolving the matter.

4. Grievance committee will meet to review the recommendation of the

Board and determine final disposition of the matter

5. All final decisions will be characterized by a presumption of good faith,

Christian charity, personal responsibility, adherence to the principles of

this Charter, and a commitment to both the well-being of children and

the common good of the faith community

6. Disposition of the matter will be communicated to all relevant parties.

7. Unless circumstances dictate a specific timeframe for resolution, all

Type 2 grievance cases must be closed within 2 weeks of open date.

b. Grievance Committee:

i. Spiritual Liaison, Pastor, and the President(s) of the IHM Booster Board

c. Decisions of the Grievance Committee are final; however, an appeal may be made to

the Cincinnati Archdiocese Athletics Commission if:

i. Due process as described in the Organizational Documents of the athletics

organization has been claimed to have been violated; or

ii. Other noncompliance with the athletic organization’s Organizational Documents

and this Charter has been credibly alleged.

SECTION 5 - SIGN UPS

1. There will only be one signup period per season.

7


2. The date should be published 2 weeks prior to the signup in the parish bulletin, Wednesday

newsletter, mid-week meditation, and the PRP newsletter.

3. Notices should include: dates and amount of registration fee. A child must sign up in order to be

guaranteed placement on any team.

4. Late signups will be considered for placement as long as the number of players per team

remains within acceptable limits as judged by the appropriate sport commissioner.

a. A different fee for registration after the registration deadline has pasted may be

established. For example, $85 registration fee on or before the deadline, $125 after the

deadline.

b. The Board will establish fees based on sport and impact of late registrations

SECTION 6 – EVALUATION SESSIONS & TRY OUTS

1. Effort should be made to publish dates for evaluation sessions and try outs. Evaluation sessions

and try outs may be held prior to the completion of previous sport season.

2. Registration fees will not be refunded for players who choose not to play on assigned basketball

and volleyball teams.

3. The evaluation sessions and try outs for ALL grade levels, are closed to everyone except the

players and evaluators. No parents are permitted in the gym during evaluation sessions/try outs.

If deemed necessary, the commissioner for that particular sport and any other Booster Board

member(s) are permitted in the gym during the evaluation/tryout sessions, but only if they do

not have a child or other relative participating in the evaluation/tryout session, and/or no

conflict of interest exists. The intent is to obviously prevent any unnecessary conflict of interest

or influence on the process. Potential exceptions can be reviewed and permitted on a case by

case basis by that particular sport commissioner and the athletic director prior to the day of the

evaluation sessions/try outs.

SECTION 7 - TEAM SELECTION

Non-Competitive, Instructional Teams: Grades 3, 4 and 5:

Note – combined grade teams are designated by the highest grade. For example, if a 5th and 6th grade

team are combined to form one team, they will be governed by the procedures for 6th grade teams.

1. Prior to the scheduled evaluation sessions, the sport commissioner will determine the planned

number of teams for each grade level based on the total number of registered players.

2. The number of teams for each grade level shall never exceed more than 10 players for

basketball and volleyball to ensure compliance with the minimum IHM playing time rules, which

are more stringent than the GCCYS playing time rules. If the number of registered players for a

particular sport preclude the ability to form more than one team for that grade, the sport

commissioner, athletic director, and Booster presidents shall specify a modified playing time

rule requirement for that case. In addition, every effort shall be made to never have less than 7

players on each basketball team and never less than 8 players for each volleyball team.

8


3. When the registration window opens for each sports season, the Booster Board and/or each

sport commissioner will request all parents send an email if they are interested in coaching a

team. The sport commissioners will review all candidates and determine who are the most

appropriate for each grade level. Some of the more important criteria commissioners consider

when vetting through the list of potential coaches are previous coaching experience at IHM,

other non-IHM coaching experience, previous history/current standing with the Booster Board,

previous history/current standing with the day school administration, and previous

history/current standing with other parish ministries. Every effort is made to remain objective

and fair in selecting coaches from among both day school and PRP parents, but final decisions

are always based on ensuring the best interests of the kids remain paramount. Once head

coaches are secured, each head coach is free to recruit their own assistant coach. Or

alternatively, the sport commissioner will help head coaches pair up with another parent who is

willing to serve as their assistant coach as necessary.

4. The commissioner, or another Booster Board Member shall be present at all team selections,

which occur by conducting an open player draft.

5. Each team roster starts with the head coach’s child (or family/friend connection) and the

assistance coach’s child (or family/friend connection).

6. When two or more teams are formed, the intent with the open player draft is for all teams to

end up with an approximate balanced level of talent. In the presence of the sport commissioner,

or another Booster Board Member, coaches shall decide the order of the draft by drawing

numbers, and the number drawn by each coach represents their draft position for the first

round. Draft picks shall not be traded or changed after the numbers are drawn.

7. Once the first round of the draft selection process completes, the draft then proceeds in a

continuous zigzag fashion (last pick of first round gets first pick of second round, first pick of first

round gets last pick of second round/first pick of third round, and so forth) The progression of

the snake draft shall continue all the way through each round until every player is selected. No

adjustments or changes shall be made to the snake draft progression except for when there are

twins (or other, same grade siblings) in the same pool of available players.

8. For the younger grades 3rd – 5th, every effort should be made to have twins (or other, same

grade siblings) assigned to the same team to simplify logistics for the family. When the first

twin/sibling is selected, the coaches should discuss and collectively determine which draft round

the other twin/sibling should probably be drafted based on relative ability. The other

twin/sibling is then automatically assigned to the same team, and the coach forfeits his/her pick

during that agreed upon draft round. The first twin twin/sibling must be selected prior to the

second last draft round to avoid them being split up on separate teams.

9. Coaches are encouraged to consider the talents of his/her son/daughter and that of his/her

assistant prior to team selections. All selections are final, NO trading of players.

10. Both coaches should have input in team selection.

11. Each team must have one assistant coach per team prior to drafting of the team. In any given

grade, the number of players per team differential should not be more than one. (I.e., No team

has 2 more players more than any other team.)

9


Competitive Teams: Grades 6, 7 and 8:

1. The Commissioner or another Board Member will be present at all team selections, but at no

time shall the Commissioner or another Board Member be permitted at the team selection if

they have a child or other relative participating in the tryouts for that particular grade level.

2. Girls and Boys in the 6th, 7th and 8th grades will "try-out" for an "A" team if two or more teams

are formed. There will be a "Selection Committee" formed separately for each grade by the

Commissioner. The Selection Committee will consist of the “A” Team Head Coach and assistant

coaches, as well as a minimum of two (2) other non-parent, impartial people. If a “A” Team

Head Coach or Assistant Coach has a relative trying out for that grade level, they will not be a

part of the selection committee and they will not be permitted in the gym during tryout

sessions. In that case, the selection committee will select the A team and provide them their “A”

team player roster.

3. Every effort is made to select a non-parent head coach and assistant coach for each “A” team

prior to the tryout sessions. If no “A” team coaches are appointed/selected for a particular

grade level prior to the tryout sessions, the Selection Committee will conduct the tryout sessions

and select the “A” team roster. Then, the Commissioner will recruit a parent head coach and

assistant coach from the group of selected “A” team players.

4. Selection Committees will select all 6, 7 and 8 grade “A” teams. The Commissioner will also be

available to help the head coach with the “A” team selection (unless a conflict exists), but Head

Coaches have the authority to make the final decision.

5. The “B” team(s) and all remaining C teams shall also be formed/assigned by the Selection

Committees. The “B” team(s) can either be assigned as balanced (eg: both “B” teams with

similar talent), or the teams can be assigned based on the selection committee’s player rankings

so that one team can be slotted in a more competitive league compared to the other team(s).

The remaining C teams can also be assigned either way in a similar fashion as well, and the

commissioner can provide guidance to the Selection Committee for each grade level as

appropriate.

6. One the “B” team(s) and all remaining C teams are formed by the Selection Committees, the

sport commissioner shall then recruit parent or non-parent coaches for each “B” team(s) and

the remaining C teams as appropriate.

7. Whenever 3 teams are formed at one grade level, the teams will be divided A, B, and C or A, B,

B, and will be determined by the talent level as reviewed by the "Selection Committee" and with

input from the commissioner.

8. Whenever 4 or more teams are formed at one grade level, the teams will be divided by first

selecting a single A team, then a combination of multiple B and C teams based on the talent

level of that grade, that season, at the Sport Commissioner and/or the Selection Committee’s

discretion. The total number of C teams relative to “B” teams should never be more than 2.

9. To be eligible for placement on an I.H.M. competitive team, all players must attend at least one

I.H.M. tryout and commit to I.H.M. by the time of final team selections. Rare exceptions may be

considered by the AD and Commissioner, provided they are notified in advance of the tryouts.

There must be at least two [2] tryouts and no more than four [4] tryouts.

10. Number of players per team differential should not be more than one.

10


11. If a player quits a team after being placed on a team to play for another organization they forfeit

eligibility to play for the following year for that sport.

Notification of Team/Player Pool Placement

An email notification should be sent to all families of players who tried out for any team within a 48-

hour period after the final tryout/evaluation session completes for that particular grade level. At a

minimum, this initial email communication to the families of players should indicate which player pool

(A, B, or C) their son(s) or daughter(s) were assigned with further information on the next steps in the

team formation process. A communication email update to all families should also be done if the “A”

team selection requires more than 48 hours after the final tryout session completes for that particular

grade level. These initial email updates to the parents should all be sent by either the sport

commissioner, the athletic director, a Booster Board member, or the “A” team head coach/head

evaluator. However, these initial communications should never come from the sport commissioner,

athletic director, or any Booster Board member if they have a son or daughter trying out for the

particular grade level. The parents and players shall then be contacted a final time by their new team

head coach after all rosters are finalized and coaches are secured for each team.

SECTION 8 - PLAYING TIME (CCYA 4.4)

1. Instructional, Recreational and Competitive Designations

a. These designations are defined as follows:

i. Instructional (Up to and including Grade 5):

1. play will take place in a single league

2. no more than two tournaments in addition to the league tournament

3. Team Selection - teams of roughly equal skill in that sport.

ii. Recreational (Grades 6-8)

1. It is assumed that all IHM Booster Athletics are recreational unless

otherwise designated as competitive.

iii. Competitive (Grades 6-12): Teams and leagues that opt for the competitive

designation will publish that designation so that players, parents and families

are clear on playing time expectations and any other differences from

recreational athletics.

2. Expectations Regarding Playing Time

a. Whatever the league, the level, or the team, all children have a right to full team

membership with roughly equivalent privileges and responsibilities, without nepotism

or favoritism, including playing time in accord with the following:

i. Instructional athletics (up to and including Grade 5): Children are expected to

have roughly equal playing time in practices, games and tournaments,

monitored and maintained through the season by the coach or other athletics

leader.

ii. Recreational athletics (Grades 6-12): An athletic activity is assumed to be

recreational unless explicitly and publicly designated as competitive. Children in

recreational athletics should have roughly equal playing time in practices, games

11


and tournaments, monitored and maintained through the season by the coach

or other athletics leader.

3. Coaches may limit playing time as a disciplinary measure

a. Exemptions to participation:

i. Athlete fails to participate in organized practices.

ii. Athlete fails to attend scheduled games/matches.

iii. Disciplinary action due to athlete failing to comply with IHM's Code of Conduct.

iv. Parent/Guardian requests related to limiting playing time

v. Situations in which the well being of the participant is being compromised

4. IHM Athletic Boosters Playing Time Guidance for Coaches is as follows: Sport (Grade) Designation Guideline Approach

Basketball (Grades 3, 4, 5) Instructional Roughly Equal Playing Time1 continuous quarter plus 1 additional

quarter equivalent

Basketball (Grades 6, 7, 8) Recreational (B/C) Roughly Equal Playing Time1 continuous quarter plus 1 additional

meaningful playing time encouraged

Basketball (Grades 6, 7, 8) Competitive (A) N/A 1 quarter equivalent encouraged

Volleyball (Grades 3, 4, 5) Instructional Roughly Equal Playing Time 1 continuous game

Volleyball (Grade 6) Recreational (B/C) Roughly Equal Playing Time 1 continuous game

Volleyball (Grade 6) Competitive (A) N/A 1 continuous game

Volleyball (Grades 7, 8) Recreational (B/C) Roughly Equal Playing Time1 game equivalent per match; Each player

must start a game per match

Volleyball (Grades 7, 8) Competitive (A) N/A 1 game equivalent encouraged

Football (K - 2) Instructional Roughly Equal Playing Time Scripted plays evenly distributed

Football (3, 4, 5) Instructional Roughly Equal Playing Time Average 10 plays per game over season

Football (Combined 5/6 or 6) Competitive N/A Average 8 plays per game over season

Football (7, 8) Competitive N/A No playing time requirements

SECTION 9 - NON-DISCRIMINATORY PRACTICES (CCYA 4.5)

1. Discrimination

a. Discrimination based on ethnicity, nationality, gender and race is contrary to Catholic

moral teaching and is unacceptable in Catholic Youth Athletics. This applies in particular

to:

i. Scheduling (e.g., preferential treatment to boys’ over girls’ sports);

ii. Team formation (e.g., selections based on race, ethnicity or nationality); and

iii. Playing time (e.g., decisions based on race, ethnicity or nationality).

SECTION 10 - TOURNAMENT & LEAGUE PARTICIPATION (CCYA 6.2.16)

1. Approved leagues and tournaments: Athletics organizations are expected to participate only

in leagues approved by the Pastor, or the Archdiocese of Cincinnati Catholic Youth Athletics

2. Tournament participation is limited to tournaments sponsored by leagues, or parishes or

schools within the leagues.

3. Tournament fees: There shall be no financial or other obligation placed upon parents to

participate in more tournaments than those for which the athletics organization has

planned and paid.

12


4. Uniforms: Team uniforms are for parish- and/or school-sanctioned activities (e.g., games,

tournaments, pep rallies, etc.). Teams are not to wear their uniforms outside parish- and/or

school-sanctioned activities.

5. Girls and Boys teams in 3rd, 4th and 5th grades may choose to play in up to two

tournaments in additional to the league tournament

6. Tournament guidelines will be set by the sport commissioners and treasurer for grades 6, 7,

and 8 prior to each season.

7. All teams must play in the League tournament.

SECTION 11 - SAFETY AND WELL BEING OF CHILDREN (CCYA 4.3)

1. Archdiocese of Cincinnati Decree on Child Protection

a. The provisions of the Archdiocese of Cincinnati Decree on Child Protection must be

followed

b. Regular and occasional volunteers: For purposes of the Decree, a “regular volunteer” is

an adult who is not a cleric or employee who functions in a regular relationship having

contact with children. A regular volunteer has contact with children at least once a

month. It does not include the occasional volunteer such as a driver or chaperone

whose contact with children is less than one hour per month for activities that are not

overnight.

c. VIRTUS®: All candidates regular volunteers who have contact with children must attend

a VIRTUS® Child Awareness Session on the Decree before they have contact with

children.

i. Responsible supervisors who hire personnel furnished by a third party

contractor who have contact with children, or who utilize auxiliary services

personnel, are to inform such personnel of the existence of the Decree, inform

them of the requirements of the Decree which pertain to them and give such

personnel the option of attending a VIRTUS® Child Awareness Session on the

Decree.

d. Background Check – All volunteers much have checks in accordance with the current

policies of the Archdiocese.

e. Recruiting Volunteers: Those persons who recruit volunteers to work regularly with

children in the IHM Boosters program must exercise caution in selecting volunteers. No

volunteer has the right to insist on a particular volunteer position. If there is any cause

for concern in a particular case, the matter should be brought to the attention of the

IHM Booster Board for further review.

2. Permission, Health Information and Release of Liability Forms: A child may participate in an

organized program sponsored by IHM Boosters only with the written consent of the child’s

parent or guardian on a standard Permission, Release and Medical Power of Attorney form.

Such written consent is expected to provide for emergency care of the child, as warranted by

the program or activity.

13


3. Minimum of Two Adults and Gender Ratio: For any activity sponsored by the IHM Boosters, at

least two adults, both of whom have successfully completed a VIRTUS® Child Awareness Session

and background, and who are not related to each other, must be present for any activity,

including but not limited practices, games, and team meetings.

a. When possible, the number and gender of the adults are to be in proportion to the age,

number and gender of the participants, and the duration and difficulty of the activity.

Prudence is required in applying this policy to different age groups, length of activity

and the risk level of the activity.

b. A ratio of 1:10 is recommended

c. Whenever there is a mixed group of boys and girls it is preferred that one adult of each

gender is present. The proportion of male / female chaperones should be similar to the

proportion of the children

d. Single sex athletics must have at least one adult of the same gender as the players (e.g.,

in case of injury or illness requiring attention in a rest room).

e. “adult” excludes 18 and 19 year-olds not yet graduated from high school and others

who have graduated from high school but who wish to attend activities with members

of their high school class during the three months following their graduation with others

who are less than 18 years of age.

4. No child may be disciplined corporally or corrected with abusive language.

5. Reporting (Ohio Revised Code § 2151.421(A)(1)(a); § 2151.421(G)(1)(a)): Ohio law requires all

persons acting in an official or professional capacity to immediately report any actual or

suspected act of child abuse to the public children’s services agency or to a municipal or county

peace officer in the county where the child resides or where the abuse or neglect is occurring.

Failure to do so is a misdemeanor and can result in prosecution. The Archdiocese encourages all

persons to immediately report any actual or suspected acts of child abuse to Civil Authorities. In

either case, a person reporting in good faith in making such a report is immune from both civil

and criminal liability.

6. Concussions - IHM Boosters will comply with state law (see Ohio HB 143 for more details) as

regards concussions, including:

a. Before practice or play begins for each sport or season, the parent or guardian of each

participating child should review and sign the head injury information sheet required by

Section 3707.52 of the Ohio Revised Code.

b. Before beginning to coach or officiate, coaches and officials in Catholic Youth Athletics

should receive training on concussions and the requirements of Ohio law.

c. If a player exhibits signs, symptoms, or behaviors consistent with having sustained a

concussion or head injury while participating in practice or competition, the player shall

be removed from the practice or competition by either of the following:

i. The individual who is serving as the student's coach during that practice or

competition; or

ii. An individual who is serving as a referee or official during that practice or

competition.

iii. Parents are expected to be notified of the injury as soon as possible.

14


d. If a player is removed from practice or competition as per above, under Ohio law the

coach or referee who removed the player must not allow the player, on the same day

the player is removed, to return to that practice or competition or to participate in any

other practice or competition for which the coach or referee is responsible. Thereafter,

under Ohio law the coach or referee shall not allow the player to return to that practice

or competition or to participate in any other practice or competition for which the

coach or referee is responsible until both of the following conditions are satisfied:

i. The student's condition is assessed by a physician or other authorized licensed

health care provider; and

ii. The player receives written clearance that it is safe to return to practice or

competition from a physician or other authorized licensed health care provider.

7. Heat, Inclement Weather, Lightning, Thunder and Thunderstorms.

a. Lightning, Thunder: When thunder is heard or a lightning bolt is seen at a practice or

competition, teams will suspend play and take shelter immediately. Once play has been

suspended, play or practice will not resume until approximately 30 minutes has passed

since the last thunder was heard or lightning flash witnessed.

b. Heat: To prevent heat illness (i.e. heat cramps, heat exhaustion, or heat stroke), when

there are high temperatures, leagues, athletics organizations, coaches and teams should

exercise prudence (such as by monitoring athletes closely, limiting practice duration,

allowing lighter clothing, providing frequent fluid breaks for rehydration, and/or

providing for shade).

SECTION 12 - COACHES: (CCYA 6.2.9, 10, 11)

1. The commissioner, with the approval of the A.D. and review by the presidents and/or the entire

board, will appoint coaches. The commissioner, on an annual basis, will review each coaching

position. Coaches must comply with our Operational Procedures and the requirements of their

governing leagues.

2. Non-parent coaches will be used to Head coach the "A" teams whenever possible.

3. Coaches will be encouraged to attend as many Booster meetings as possible.

4. "A" team coaches will continue to coach the same grade and will not move up with the team,

whenever possible.

5. "A" team coaches should not head coach any other team simultaneously.

6. Coaches will be required to notify parents that the evaluation form is on our web site or provide

the link directly.

7. Coaches Role

a. develop young athletes

b. help form young Christians

8. Coaches of teams under Catholic auspices in the Archdiocese should:

a. Abide by and uphold the Organizational Documents of the IHM Boosters and the

mission, goals, principles, policies and procedures of the Charter on Catholic Youth

15


Athletics, including the Archdiocese of Cincinnati Decree on Child Protection, and the

Code of Conduct

b. Represent the team with a high level of sportsmanship, integrity and respect towards

team, parents and opponents at all times (sidelines and practices included).

c. Support and assist in the spiritual, emotional, social and physical development of all

players by providing opportunities for athletic skills training, character development,

and spiritual growth.

d. Work with the IHM Booster’s Spiritual Liaison to ensure an environment conducive to

growth in faith, character, and virtues. Reinforce with children and their families the

importance of faith and religious practices including Sunday Mass, Holy Days of

Obligation and regular, ongoing religious education.

e. Ensure that prayer happens at each practice and game.

9. Head coaches must:

a. Ensure that assistant coaches are clear on the Code of Conduct and how they are

expected to enforce it in practice. All coaches, including head coaches, are expected to

sign and submit copies of the Code of Conduct affirming their commitment to it. These

will be retained and kept on file at the parish.

b. Meet prior to the beginning of each season with the Spiritual Liaison to review

evaluations from the previous season or year, and to plan for ongoing quality

improvement.

10. Coach Recruiting and Selection

a. Age Requirements:

i. A head coach should be at least 21 years of age and in compliance with the

Decree on Child Protection.

ii. An Assistant Coach should be at least 19 years of age, a high school graduate,

and in compliance with the Decree on Child Protection.

b. Criteria:

i. In recruiting and selecting coaches for teams, IHM Boosters is expected to seek

out, recruit and select persons based on these criteria:

1. Virtues: Lives the values and virtues of the Catholic faith whether or not

a member of the Catholic Church.

2. Capabilities: Knowledgeable about coaching children in a particular

sport.

3. Rapport: Exhibits a positive rapport with both children and adults.

4. Maturity: Exhibits appropriate maturity (e.g., level-headed, able to

control temper, take responsibility for mistakes, accept criticism).

5. Commitment: Able to commit the time necessary for preparation,

practices and games.

6. In large organizations with athletics directors and/or head coaches, they

are preferred to be active, practicing Catholics in good standing with the

Church and active in their parishes.

11. Minimum Requirements for Coach Preparation

16


a. Compliance with Archdiocese of Cincinnati Decree on Child Protection

b. Annual Coaches’ Athletics Ministry Meeting.

c. Annual training and updates: IHM Boosters is to have at least one meeting per year for

all coaches in which they receive a presentation of the mission, principles and goals of

Catholic Youth Athletics ministry and Code of Conduct, along with any updates on

safety, Charter developments, Best Practices, changes in parish, or non-parish school,

policies or practices, and other matters. Parishes, and non-parish schools, have the

option of offering this at least once for everyone or multiple times as per sports seasons.

d. Annual Evaluations: IHM Boosters will secure anonymous, written evaluations of

coaches from parents whose children are participating in the athletics program at least

on an annual basis, or more frequently during or after sports seasons.

e. Follow-up: IHM Booster Board Officers should review evaluations and use them in

assisting coaches in their development, counseling them on problems, working with

them to correct serious deficiencies, using them to determine that a coach needs to be

replaced, and when warranted keeping parish or school leaders informed.

f. Record-keeping: Evaluations should be retained for at least three years to allow for

continuity of perspective in working with coaches. IHM Booster Board Officers are

responsible for establishing a secure and confidential location for these at the parish.

SECTION 13 - EQUIPMENT

1. All equipment, uniforms and spirit wear will be requisitioned through the Booster Board. The

board must approve additional team apparel purchased by parents.

2. On an annual basis for all sports any parishioner interested in providing Spirit wear for IHM

Boosters will have the opportunity to present product for review and consideration.

Presentation must be made to Boosters and will be in May of each year. Boosters will decide if

items presented will be a part of Official IHM Booster Spirit wear. Items would be required to

have the proper IHM logo. All approved Spirit wear is coordinated through our Spirit wear

commissioner.

SECTION 14 - REFUNDS

1. Due to the cost of electronic registrations, a 5% charge can be subtracted from any refund (at

the discretion of the Board President)

2. Special circumstances such as will be considered on a case-by-case basis. Examples include

severe injury/illness, family move.

3. Registration fees will not be refunded for players who choose not to play on assigned basketball

and volleyball teams.

4. All other sports

a. Baseball - full if before league deadline, 50% if before first game

b. Cheer - full if before first game

c. Cross Country - full if before first meet

d. Football - full if before league deadline, 50% if before first game

17


e. Golf - full if before shirt order, prorated after order/season started

f. Track - full if before first meet

g. Boys Volleyball - full if before league deadline, 50% if before first game

SECTION 15 - APPEALS PROCESS

1. A coach/parent/volunteer that is disciplined by a commissioner can submit a written request to

the board. This request must be filed within one week of said sanction. The board will set up a

time to meet with the commissioner and said coach/parent/volunteer separately and then

render a decision within 7-10 days.

2. If a coach feels it necessary to suspend or dismiss a player from the team the coach must first

notify the commissioner and that sports AD. A brief summary of the situation & the coach's

disciplinary recommendation will be submitted. The AD must approve any disciplinary action.

The AD will notify the entire board of the situation & the approved disciplinary action.

SECTION 16 - SPORTS AWARDS GUIDELINES

1. There will be a fall, winter, and spring banquet, dates to be determined by board, and will be

run by commissioners. The following is the schedule of the ceremonies that may be held:

a. Fall - Cheerleading, Football, Girls Basketball, Golf, Cross Country

b. Winter - Boys Basketball, Girls Volleyball

c. Spring - In lieu of a banquet, spring sports are allowed to have $40 per team toward a

season-ending party.

2. Children attending awards ceremonies will be required to dress appropriately.

3. At this time, the Boosters Organization offers 2 awards:

a. COGAN AWARD: Any child playing a sport for and attending I.H.M. may be eligible for

the Cogan Award. The coaches and teachers in the fields of leadership, attitude,

scholarship, ability, stewardship and sportsmanship decide the recipient of the award.

The award is given to one 7th grade IHM boy and girl for 50% of their 8th grade IHM

tuition. The award is given during the girls volleyball and boys basketball awards night.

b. FR. SCHROEDER AWARD: Any child playing a sport for and attending I.H.M. may be

eligible for the Fr. Schroeder Award. The coaches and teachers in the fields of

leadership, attitude, scholarship, ability, stewardship, and sportsmanship decide the

recipient of the award. The award is given to one 8th-grade boy and girl in the amount

of $1,000 toward their Catholic high school tuition. The award is given during the girls

volleyball and boys basketball awards night.

SECTION 17 - TRANSPORTATION LAWS & POLICIES (CCYA 7.1-7.3)

1. The same laws, policies and guidelines that govern other Archdiocesan programs, schools

and ministries are in effect for athletics programs under Catholic parish, as follows:

a) Laws:

i. In an automobile, all passengers must wear seat belts, with no more than

one passenger per seat belt.

18


ii. Schools must transport by bus (by mandate of the Ohio Department of

Education and the Ohio Revised Code).

b) Policies:

i. If it becomes necessary for any priest, deacon, auxiliary services

personnel, personnel furnished by a third party contractor, employee or

volunteer to provide transportation for children, the following guidelines

must be strictly observed:

1. Priests, deacons, auxiliary services personnel, personnel furnished

by a third party contractor, employees or volunteers must never

transport one child alone. There are expected to be at least two

adults in every vehicle that transports children. In exceptional

situations, it may be permitted for one adult to transport children

in a vehicle, provided a caravan of vehicles goes directly from

point A to point B, with no stops in between;

2. When traveling in a caravan there must be a minimum of one

adult in every vehicle. If a vehicle is traveling alone, there must be

at least two adults in the vehicle;

3. Children must be directly transported to their destination, or

make only previously planned stops (e.g. stopping for food or gas

on a long trip). If an emergency stop must be made, all

reasonable efforts must be made to ensure that two adults are

present (e.g. calling another car in the caravan to pull over as

well);

4. Children must never be transported without written permission

from the child’s parent or guardian;

5. Clerics, auxiliary services personnel, personnel furnished by a

third party contractor, employees or any volunteers must avoid

unnecessary physical contact with children while in the vehicle.

a. 15-passenger vans have been prohibited since May 2005 as per the

recommendation of the General Secretary of the United States Conference of

Catholic Bishops (USCCB).

2. Archdiocesan Recommendations and Clarifications

a) For liability reasons, the Archdiocese prefers that buses rented from a third party

who supplies the driver are used for transportation.

b) When Church leaders are providing transportation for an event, a teen may drive

him or herself (and siblings) only with written permission of the parent or

guardian. They may not transport other passengers.

c) The driver’s insurance is the primary insurance coverage, not the Archdiocese.

d) If an event begins and ends at the site of an activity, the Church leader does not

need to organize the transportation.

e) Church leaders never organize transportation for parish or school events using

drivers under the age of 21.

SECTION 18 - REVISIONS

The board may review and revise the Operational Procedures whenever they deem it necessary, by a

majority vote of all Board members.

19


IMMACULATE HEART OF MARY PARISH

ATHLETIC BOOSTER MINISTRY

Code of Conduct

Revised March 2016

The IHM Athletic Program endeavors to provide a Catholic Faith based ministry focusing on the Christian

formation of our youth. It is expected that all coaches, parents, players, and other persons involved with

IHM athletics, will conduct themselves as an example of Christian behavior.

Archdiocese of Cincinnati Catholic Youth Athletics Code of Conduct

1. Spirit of Catholic Youth Athletics

a. Treat everyone with respect and love according to the Great Commandments:

i. “You shall love the Lord, your God, with all your heart, with all your soul, and

with all your mind. This is the greatest and the first commandment. The second

is like it: You shall love your neighbor as yourself. The whole law and the

prophets depend on these two commandments.” Matt. 22:37-40

ii. Demonstrate good sportsmanship, patience, manners and an attitude indicative

of the spirit and mission of the Catholic Church

2. Adherence to Laws, Rules and Policies

a. Catholic canon law and Archdiocesan laws and policies including, but not limited to, the

Archdiocese of Cincinnati Decree on Child Protection.

b. Federal, state, and local laws and ordinances.

c. The mission, goals, principles, and policies of the Archdiocese of Cincinnati Charter on

Catholic Youth Athletics, and those of the Organizational Documents of participating

athletics organizations and leagues.

3. Specific Violations

a. Eligibility: Violation of the eligibility policies of the Archdiocese of Cincinnati Catholic

Youth Athletics Charter, including using an ineligible player

b. Recruiting: No recruiting for athletic purposes or to enhance a team’s competitive

advantage is permitted.

c. Leaving the field of play: No team may leave the field, floor, game or tournament

because of dissatisfaction with the officials, or their decisions

d. Losing control: Coaches are expected to control their own conduct and the conduct of

their players and report to the league and Commission instances where opponents,

officials, parents, or fans have failed to control their own conduct.

EXHIBIT A

20


e. Running up the score: It is not permitted to humiliate an opposing team by playing in

such a way so as to intentionally run up the score after the outcome of the game is no

longer in question.

f. Inappropriate communication and behavior: The use of inappropriate, insulting,

disrespectful, bullying and demeaning language or behavior before, during or after

meetings, practices or games by players, coaches, officials, parents, fans, site personnel,

volunteers, or others involved in any parish athletics program is prohibited.

Inappropriate Communications include any written, verbal, electronic or social media

communications that violate this code of conduct. Also prohibited are physical

intimidation and the use of profane, vulgar, abusive or sexually-oriented language, in

oral, written or electronic forms of communication (such as texting or email), by players,

coaches, officials, parents, site personnel, volunteers, or fans.

g. Escalating behaviors: Behaviors that incite others to act in ways that are in direct conflict

with the spirit of Catholic Youth Athletics are prohibited. Escalating behaviors include

any actions or communications (including written, verbal, electronic or social media)

that violate this code of conduct.

h. Vandalism and theft: There will be no vandalism, theft, or destruction of property at any

athletics venue.

i. Alcohol, tobacco, illegal controlled substances: No alcohol, tobacco, or any illegal

controlled substance is permitted at practices, league competitions, or tournaments

where children are present (such as “tailgating” where alcohol is present). Athletics

organizations are expected to establish and communicate zero tolerance policies

regarding alcohol, tobacco, and illegal controlled substances at competitions,

tournaments and gatherings where children are present.

j. General Violations. Activities that are contrary to the mission, goals, principles, values,

provisions or spirit of Catholic Youth Athletics as described in this Charter are

prohibited.

IHM Athletic Boosters Code of Conduct for Coaches, Parents & Players

CODE OF CONDUCT FOR COACHES

1. Remember, players are involved in sports for fun and enjoyment; winning is secondary.

2. Adjust to psychological and physical needs of all players and be alert to the safety of players.

3. Maintain the principles of the ARCHDIOCESAN DECREE ON CHILD PROTECTION: be fair and just;

never verbally or physically abuse a player, parent, or official.

4. Be generous with your praise to all players; do not favor your child over other players.

5. Give all players the opportunity to improve their skills, gain confidence, and develop self-

esteem.

6. Familiarize yourself with the rules, techniques, and strategies of the sport. Be familiar with and

follow all League rules and IHM rule modifications for sports and Booster Bylaws and Operating

Procedures.

21


7. Respect the official’s decisions and encourage all participants to do the same. You are the role

model.

8. Maintain an open line of communication with your players’ parents. Explain the goals,

objectives, and mission of IHM Sports. Have a mandatory pre-season team meeting with parents

and players.

9. Include prayer as part of the team routine for practices and games.

CODE OF CONDUCT FOR PARENTS

1. Remember, our youth play sports for THEIR enjoyment, not to entertain you.

2. Encourage your child to play by the rules and demonstrate good Sportsmanship.. Remember,

children learn best by example, so applaud the good plays of both teams.

3. Do not verbally abuse any players, coaches or officials. You must show a positive attitude

towards the game and all of its participants. Do not coach your child or any other child from the

stands or sidelines.

4. Respect the official’s decisions and encourage all participants to do the same. You are the

ultimate role model.

5. Recognize the importance of volunteer coaches. They are important to the development of your

child and the sport.

6. Maintain a communication pathway with the coach.

7. Ensure student athletes are meeting academic attendance requirements and prioritize academic

good standing ahead of participation in athletics.

CODE OF CONDUCT FOR PLAYERS

1. Play for fun, and work hard to improve your skills, especially at home.

2. Be a team player—get along with your teammates and show good Sportsmanship at all times.

No Trash Talking.

3. Respect your coach, teammates, officials, parents, and opponents. Verbal or physical abuse will

not be tolerated.

4. Never argue with an official’s decision

GRIEVANCE PROCESS FOR PARENTS & PLAYERS

1. Cooling Off Period – Wait 24 hours before contact with coach or coaches

2. Contact Coach directly and privately

3. Contact the Sport Commissioner if problem is not resolved through the Coach

You (the Coach, Parent, and Player) represent everyone from the IHM Parish, you must be mindful that

your conduct has tremendous impact on everyone.

Coach’s Signature ______________________________ Parent’s Signature ______________________________ Parent’s Signature ______________________________ Player’s Signature ______________________________ Date_________________

22


EXHIBIT B