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Policies and Procedures

Policies and Procedures

All Northshore Youth Soccer Association programs and clubs operate follow all NYSA Bylaws, Operating Procedures, and Policies.  Individual clubs may have their own set of bylaws, but they shall not conflict with those of NYSA.

NYSA Operating Procedures - Updated June 2020

Fall Season Refund

Northshore Youth Soccer Association (NYSA) recognizes that players and/or family situations may change, which results in a need to withdraw from soccer due to unforeseen circumstances. When NYSA establishes registration fees, these are based on a variety of costs and many of these costs must be paid in advance, a player withdrawal still results in a cost to NYSA. The Fall Registration Refund Policy is established to ensure that NYSA captures player costs even if the unfortunate instance when a player needs to withdraw from youth soccer. Due to the costs associated with registration, player placement, and procurement of fields the refund policy has several dates to serve as benchmarks for various levels of refunds. 

REFUND POLICY:
When a written request for a refund of a players registration fees comes into the NYSA office via email or letter postmarked by the appropriate date the NYSA office will process a refund minus the following: 

  • June 15th - NYSA will grant a refund minus a $20 processing fee.
  • August 15th - NYSA will grant a refund of 50% of the registration fee.
  • Before the first game - NYSA will grant a refund of 25% of the registration fee. 
  • After the first game - No refund will be approved unless due to season ending injury or illness.

In the event of a serious injury or disabling illness that prevents a registered player from playing the duration of the season, a refund may be allowed as follows:

  • First two weeks of season: 50%
  • 2-4 weeks into the season: 25%
  • More than 4 weeks into the program: no refund will be issued.  

This refund policy covers only Fall League Registration for all players that register through the NYSA office or official website.  All other programs (camps, clinics, etc.) will have a separate refund policy that fits with the needs for those programs.  

Sound FC, our premier club, has a strict no refund policy.

Camps & Clinics Refunds

NYSA understands that injuries and family emergencies occur and that schedules change, but we have to make significant camp investments well in advance of camp start dates to ensure the best possible camp experience for all attending players.  Due to fixed expenses such as venue rental, staffing, and player and camp equipment and travel, we cannot give full refunds for camper cancellations that are not received by the NYSA Office in a timely manner that allows us to fill the spot. NYSA appreciates your understanding of our cancellation/refund policy.

CAMP CANCELLATION AND REFUND POLICY
In order to be considered for a cancellation and refund request, all requests must be in writing and submitted to the NYSA Office at [email protected]  Requests for refunds will be treated as follows:

  • If a written cancellation is received by the NYSA Office 8 or more days before the start of camp or clinic, a player withdrawal will be granted minus a $20 administrative fee.
  • If a written cancellation is received by the NYSA Office 7 or less days before camp the start of camp or clinic, no refund will be granted excluding a medical reason.  A player who cannot attend due to injury or illness who provides written documentation before the start date of camp must include a physician's note stating the player cannot participate. Any approved refunds will be granted as a 50% refund and remainder will be given as a credit for use the following year.

Our camps and clinics are held outside with no option for the use of an indoor facility. Thus, we rely on safe and (at least) tolerable weather. If a camp or clinic day is cancelled for 1 day due to inclement weather, no refund will be given. If a camp or clinic day is cancelled for 2 days due to inclement weather, every attempt will be made to schedule a make-up day. If we are unable to reschedule, a pro-rated amount will be refunded at the end of the camp session.  No refund will be given for a participant who is unable to attend a make-up session, nor will a refund be provided for any camp day that gets underway and later has to be cut short due to a change in weather conditions.

If a player is dismissed from camp for disciplinary reasons, he or she is not eligible for any camp refund or credit.


Cyber Bullying


Every person in sport, in every role, has the right to participate in an environment that is fun, safe and healthy, and to be treated with respect, dignity and fairness.

Bullying is any behavior that is offensive, abusive, belittling, intimidating or threatening – whether this is face to face, indirectly, or via communication technologies such as mobile phones and computers.  Cyber bullying is a form of bullying, which is carried out through an internet service such as email, a chat room, discussion group, instant messaging or web pages. It can also include bullying through mobile phone technologies such as SMS.

Examples of cyber bullying behavior are:
- Teasing and being made fun of;
- Spreading rumors online;
- Sending unwanted messages;
- Defamation.

Northshore Youth Soccer Association is concerned at the increasing number of complaints being made about the inappropriate use of text messaging, Facebook, Twitter, YouTube and other social networking sites by young children about their classmates, teammates, and opponents.  These sites have been used to bully other soccer players, to criticize referees, and to make racist or sexist remarks about other participants.  This behavior is totally unacceptable in our sport and will not be tolerated.

NYSA’s Code of Conduct address bullying behaviors as well as a range of inappropriate behaviors including discrimination, harassment and abuse and provide a complaints process for dealing with incidents.  In accordance with NYSA’s Discipline Policy, behavior which is unacceptable and soccer related can be brought before the discipline committee, even if it didn’t occur on the soccer field.  NYSA will not hesitate in penalizing, inappropriate, soccer related, behavior which misuses mobile phones, internet networking sites or other technology.  NYSA will not allow or tolerate cyber bullying or bullying in general.

This policy statement is provided to members to assist them in identifying and dealing with cyber bullying within soccer and to provide a process for reporting such behavior should it occur in our sport.  If you believe that you or your child are being cyber bullied or know of a fellow soccer player who is being bullied please report this to the NYSA President.

Inclement Weather

As parents, coaches, and board members we all take the safety of all NYSA players seriously.  With this in mind, the health and safety of our soccer players and the condition of soccer fields is a priority for NYSA.  Inclement weather (including excessive heat, rain, and snow) and poor air quality can present hazards to players, coaches, match officials, and our fans.  To ensure the health and safety of all NYSA participants, we will adhere to the following policy regarding activities during inclement weather conditions and poor air quality days:
 
1. EXCESSIVE HEAT
Heat-induced illness is one of the most preventable sports injuries.  Parents, players, and coaches all play an important role in understanding the risks of excessive heat and how to prevent heat stress and heat stroke.  Before coming to practice or games, on hot days all children should drink plenty of water.  Drinks that contain sugar or excessive sodium will not properly hydrate children and can give players and parents a false sense of security.  At practice, coaches need to be sure that more frequent fluid break happen as the heat levels rise.  At no time will the availability or frequency of water breaks be used as a punishment for the players.  Coaches will need to monitor and possibly limit activities based on the conditions of the players.

PRACTICE RESTRICTIONS FOR OUTDOOR PRACTICES/CAMPS:
On practice and camp days where the temperature is 80-85 degrees, practices and camps will go on as usual.  Coaches will need to pay special attention to at-risk athletes.

On practice and camp days where the temperature is 85-90 degrees, practices and camps will proceed under a slightly modified schedule.  On these days, high intensity sessions will be limited to 1 hour with a total outdoor training time not to exceed 4 hours.  Coaches will need to ensure that all participants have adequate water and are on alert watching for signs and symptoms of heat illness.  

On practice and camp days where the temperature is 90-95 degrees, practices and camps will proceed under a modified schedule.  On these days, high intensity sessions will be limited to 1 hour with a total outdoor training time not to exceed 3 hours.  Practices for U6-U10 may be cancelled by the association, especially in circumstances where we have multiple days with 90-95 degree heat.  Sessions for U6-U12 should be limited to brief activities.   Coaches will need to ensure that all participants have adequate water, allow for more frequent hydration breaks, and are on alert watching for signs and symptoms of heat illness.  

On practice and camp days where the temperature is 95-100 degrees, practices and camps will be highly impacted.  All practices for U6-U10 will be cancelled by the association and U11-U19 sessions will be limited to very brief activities.  Coaches will need to adjust all activities to provide for enough time to hydrate and cool down.  Coaches will also need to be on high alert for signs and symptoms of heat illness.

On practice and camp days where the temperature is 100+ degrees, all activities will be cancelled.

GAME RESTRICTIONS:
On game day, if the temperature is 80-89 degrees, water breaks may be implemented if agreed to by both coaches.  NYSA strongly encourages quarterly water breaks.

On game day, if the temperature is above 90-95, quarterly water breaks must be implemented and enforced by the match official.
 
Implementation of Water Breaks:
For U10 and below the game will be played in quarters with a short break between the first and third quarters and a longer break for halftime.  The quarter breaks should be 2-3 minutes at most to give players a chance to hydrate.

For U11 and above, the decision and/or notification for the water break should be decided on before the start of the game.
    1. The stoppage should be at a normal stoppage as close to the midpoint as possible.
    2. Players should remain on the field.  Bench players and coaches should be able to provide fluids to those on the field.
    3. This is not a coaching opportunity.
    4. Normal substitution rules will apply.
    5. This stoppage should be no longer than 2-3 minutes.
 
2. RAIN AND SNOW
Soccer is a game that is played in almost any weather, however, there are instances when excessive rain and/or snow results in field closures.  As an association, we rent fields from several agencies including the City of Bothell, City of Woodinville, Northshore School District, King County Parks, and Snohomish County Parks.  Each agency monitors the conditions of the fields and makes an independent decision about the condition and safety of each field.  Fields can be closed at the discretion of the field provider if they feel the field is too wet or covered by snow and unsafe for use.  Until we receive notice from the individual field provider we will assume the field is open and playable.  Once the field is closed it is closed for the rest of the day, and we will not reopen for that day.

Field closures will be posted on our website and on our social media outlets by 3:00 pm each weekday and by 6:30 am on the weekends.  NYSA will continuously monitor the conditions and, in the case of late-arriving storms, we will update the site as necessary. 

If the field providers have not closed a field, but upon arrival the field conditions are not suitable for a safe and productive match they may be cancelled.  At the field, games can only be 'called' by the referee.  The referee will evaluate the weather situation and decide if it is safe to continue play.  If a referee determines the field is unsafe the decision is final and all participants are to leave the field of play.  Teams are not allowed to pick and alternate match official who is willing to allow the teams to play.

Field Closure Telephone Numbers
City of Bothell (Doug Allen and North Creek Fields): 425 489-3388
Forsgren Park: 425-388-6030
Northshore Athletic Fields: 425 486-7333
Northshore School District fields: 425 408-6020
All other fields: Any field closures will be posted on NYSA website.

3. LIGHTNING 
Each year, about 400 children and adults in the U.S. are struck by lightning while working outside, at sports events, on the beach, mountain climbing, mowing the lawn or during other outdoor activities. About 80 people are killed and several hundred more are left to cope with permanent disabilities. Many of these tragedies can be avoided. Finishing the game, getting one more drill in, or scoring one more goal is not worth death or crippling injury.

NYSA follows USSF’s Severe Weather Policy when it comes to practices and games.  This policy includes the following:

1. Recognize the threat. If you see lightning you must protect the safety of all participants by stopping games/practice activities quickly, so that participants and spectators may retire to a safer place before the lightning threat becomes significant. You must wait a minimum of 30 minutes after hearing the last thunder or seeing the last lightning strike before leaving shelter. (NOTE: You do not need to see the "bolt" of lightning to stop practice. A lighting up of the sky counts as well.)
2. Remember that if you hear thunder you are in reach of lightning striking. There is never one without the other. Just because you do not see lightning does not mean the threat is not there.
3. Seek proper shelter
    a. No place outside is safe
    b. The best place is a fully enclosed building. A second choice is a solid metal roof vehicle.
4. If there is no proper shelter stay away from the most dangerous locations: high up on a hill, open fields, near/under trees, poles, light post, electrical towers, unprotected buildings, rain shelters, bus stops, anything made of metal such as metal fences, metal bleachers, metal chairs.
5. If you cannot avoid these locations crouch low to the ground with your head tucked into your chest and hands over your ears.
6. Remain calm and try to prevent panic.

Most importantly please use common sense and good judgment.  Referee’s may call a game due to unsafe conditions during a lightning strike.  The score at the time the game is called will be noted as the final score and all referee decisions are final.

What to do if someone is struck by lightning:
1. Call for help. Call 9-1-1 or your local ambulance service. Get medical attention as quickly as possible.
2. Give first aid. If the victim has stopped breathing, begin rescue breathing. If the heart has stopped beating, a trained person should give CPR. If the person has a pulse and is breathing, address any other injuries.
3. Check for burns in two places. The injured person has received an electric shock and may be burned. Being struck by lightning can also cause nervous system damage, broken bones, and loss of hearing or eyesight. People struck by lightning carry no electrical charge that can shock other people. You can examine them without risk.

4. AIR QUALITY
Wildfires can cause a tremendous amount of smoke in a very short time and breathing in the dirty air can have a negative impact on our player.  NYSA monitors the Environmental Protection Agency site (Air Now) to monitor conditions and determine if practice, camps, clinics, and games will be impacted.  If the smoke in the air threatens the health of our players and coaches we will cancel all outdoor activities.  NYSA tries to make a determination by 3:00pm for evening activities and 2 hours prior to the start of morning activities.  However, due to the speed in which conditions can change, limited notice may be given to coaches and families about the cancellation of activities.  The Referee has the discretion to cancel or suspend a game anytime they feel the conditions become unsafe.
 
PRACTICE AND GAME RESTRICTIONS DUE TO AIR QUALITY:
If the Air Quality Index (AQI), as rated by Air Now, for ground-level ozone and or PM 2.5 pollution is in the range of 100-125, activities may proceed on a slightly modified schedule*.  During this time, coaches should avoid strenuous practices and take frequent water breaks. 

If the Air Quality Index (AQI), as rated by Air Now, for ground-level ozone and or PM 2.5 pollution is in the Unhealthy range of 126-150, activities may proceed on a highly modified schedule*.  During this time, coaches are strongly encouraged to conduct a limited exertion practice of no longer than 1 hour. 

If the Air Quality Index (AQI), as rated by Air Now, for ground-level ozone and or PM 2.5 pollution is in the Unhealthy range of 151 or above, all outdoor activities for NYSA will be cancelled.

Parents of children with medical conditions that are sensitive to air pollution need to determine if the player(s) should participate.  Coaches shall issue no penalty for families and players who choose not to participate due to health reasons. 

*NOTE: When making the determination to hold practice when the air quality is between 100-150, NYSA uses a few things to determine whether practices will proceed.  The determining factors include if the air quality is getting worse throughout the day and the number of days that the Air Quality Index rating is in the 100-150 range.  The cumulative effects of being out on the field, attending camps, and breathing the polluted air throughout the day and night has a large impact on players health and ability to perform on the soccer field.

Social Media and Electronic Communications

OVERVIEW 
Online, social media and other electronic communication tools such as text messaging have become a prevalent and effective means of personal and professional communication, and have fundamentally changed the way many people and organizations interact. This policy sets forth our expectations with respect to the use of online and social media, as well as other forms of electronic communications, by all Northshore Youth Soccer Association (NYSA) coaches, players, parents, staff, volunteers and administrators. 

The term “social media” as used in this policy encompasses a wide array of online media and communications and their scope is constantly evolving. For purposes of this policy, the terms “online media” and “social media” are to refer to internal and external websites, blogs, online social networks ( e.g., Facebook, Twitter, LinkedIn), wikis, video and photo sharing sites (e.g., YouTube, SKYPE, Flickr, Instagram, Snapchat), and other forms of personal online publishing and discourse. Policies regarding text messaging, email and individual telephonic communications are also covered by these policies. 

Social media forums are typically public. Even when using social media for purely personal purposes, a person’s public expressions might affect their professional identity and the organizational interests of NYSA and our members. Accordingly, anyone participating in social media must ensure that their participation is consistent with NYSA policies. That said; NYSA fully respects the interest our employees and coaches may have in participating in online and social media on a personal basis. What our employees and coaches do outside of work on their own time is normally their own business. However, activities of NYSA employees and coaches outside of work that affect the organization's reputation, the employee’s or coach’s job performance, the safety of our players, or other NYSA personnel are within the scope of this policy. Both on and off the field, safety and youth protection should be a key focus. NYSA is committed to be an advocate for youth and to keep children and their privacy safe, both online and off, and safety is always at the forefront of any considerations where social media usage is concerned. With these objectives in mind, all NYSA staff, volunteers, administrators, and coaches must be familiar with and adhere to this policy, regardless of whether they personally use social media, and must share this policy with parents and players as appropriate. 

INTERNET AND COMMUNICATION POLICIES FOR COACHES 
1. All social media communications must be public, and all communications on or through them must be public. Being “public” means no private channels. For example, private Facebook groups, direct messaging or private invitations to personal Facebook pages, invite-only YouTube channels, or Twitter, direct messaging to individual players, and the like shall not be permitted between coaches and players. This enables administrators to monitor all communication and helps ensure there is no inappropriate communication between coaches (including assistants) and players. This also serves to protect coaches. 
2. There should be no private messages and no one-on-one direct contact through Facebook messages, Twitter, direct messaging, Skype, chats, instant messaging (including but not limited to Google Messenger, AIM, and the like) or other similar messaging features provided through social media sites. This policy also applies to all activities, outings, excursions, or other meetings between an adult and a player.  
3. A coach may ONLY respond to a direct inquiry via text message or email from a player regarding logistics of practice times, cancellations, schedules, etc. 
4. Coaches and team representatives should only use text messages and email on issues that are soccer related and all communications should include a parent or guardian copied on the message where possible.  
5. Coaches and team representatives should avoid cell phone conversations with players to the greatest extent possible, and cell phone communications should only be used when absolutely necessary, and should only be soccer related. 
6. If you post content on any social media site (e.g., Facebook, blog, discussion board or comment) and it has something to do with work for NYSA or subjects associated with the organization or any of its members, you should include a disclaimer in substantially the following form: "The postings on this site are my own, personal views and do not represent the views or positions of the Company, its customers, or personnel."  
7. When providing your contact information for personal business in social media, you should use your personal contact information (such as a personal email address), not your NYSA contact information.  
8. Respect privacy and confidentiality obligations when posting photos or videos. Before you post online video or photos that include images of players, it is your responsibility to obtain consent from their parent or guardian. If you fail to do so and they subsequently object, it is your responsibility to promptly take down or otherwise edit the posting in order to protect their privacy. NYSA will fully support those who wish to maintain their privacy in this regard.  

INTERNET SAFETY FOR PLAYERS 
1. Do not give anyone online, not even your coach or other parent volunteers, your phone numbers at home or school, your parents’ workplaces, or the name or location of your school or home address unless you have your parents’ permission first. Never give your password to anyone but a parent or other adult in your family.  Ø Do not “friend” your coach on Facebook or other social media sites. 
2. Do not participate in “one on one” conversations via email text message, or telephone with your coach for anything other than soccer related business. 
3. Do not participate in “one on one” conversations via Skype, Facebook or other social media sites with your coach. 
4. If your coach or any other adult sends or shows you email or any type of direct message/wall post or text message with images or words that make you feel uncomfortable, do not respond. Tell a parent or trusted adult about the message or what happened.  
5. Tell a parent or guardian about any calls or texts you receive from a coach that discuss anything other than soccer related issues. 
6. If your coach or any other adult tells you to keep what’s going on between the two of you secret, tell a parent or guardian immediately. 
7. Be careful to whom you talk to on the Internet. If someone starts talking about subjects that make you feel uncomfortable, tell a parent or guardian. Keep in mind that a person you don’t know who is trying to talk to you on the Internet could be an adult posing as a kid.  
8. Pay attention if someone tells you things that don’t fit together. If one time an online “friend” says he or she is 12, and another time says he or she is 14. That is a warning that this person is lying and may be an adult posing as a kid.  
9. Unless you talk to a parent about it first, never talk to anybody by phone or text message if you know that person only online. If someone asks you to call—even if it’s collect or a toll-free, 800 number—that’s a warning. That person can get your phone number this way, either from a phone bill or from caller ID.  
10. Never agree to meet someone, including a coach or NYSA staff or volunteer, at any place off-line, unless you have a parent’s permission. 

INTERNET SAFETY FOR PARENTS 
1. Discuss internet safety, and the “Internet Safety for Players,” section above, with your children.  
2. Let your children know that their coach, and other adults, should not communicate with them without your explicit knowledge and approval.   
3. Review your child’s online and electronic communications as appropriate to minimize risk.  
4. Report any suspicious online or electronic communications to the club Executive Director as soon as possible.  
5. If appropriate, report any suspicious online or electronic communications to the appropriate authorities as soon as possible. 

REPORTINGINVESTIGATION AND RESOLUTION OF SUSPICIOUS INTERNET AND ELECTRONIC COMMUNICATIONS
1. All suspicious internet and electronic communications should be reported to the NYSA President.
2. Any reports of inappropriate activity will be reported to the executive committee of the Board of  Directors and to Safe Sport.  
3. Reports of inappropriate activity may also be reported to law enforcement authorities and human services departments as appropriate. 
4. Pending the investigation of reported suspicious activity, the NYSA President may prohibit contact between a staff member, a coach, or volunteer and all members of the club as deemed appropriate. 
5. Upon conclusion of the investigation, the NYSA Executive Committee, acting on the advice of law enforcement and the legal council from Washington Youth Soccer, shall make a determination regarding future participation of the individuals involved in club activities. 

GUIDELINES FOR NORTHSHORE YOUTH SOCCER ASSOCIATION PERSONNEL 
1. Social media must be monitored. A qualified staff or volunteer should have the responsibility of regularly monitoring social media channels, and backup administrators/monitors should be designated so there is no gap in the monitoring.  
2. Be prepared to respond to negative or inaccurate posts only if a response is warranted. Some negative comments do not require a response, while others should be taken seriously and addressed. Factors such as the number of followers and the severity of the conversations should temper if and how you respond.  
3. Inappropriate posts or comments should be documented and removed immediately. 
4. Direct media inquiries to the appropriate person. Media inquiries coming through social media should be referred to the Executive Committee for an official response.  
5. Be respectful. When disagreeing with others’ opinions, remain appropriate and polite. If you find yourself in a situation online that looks as if it’s becoming antagonistic, do not get overly defensive but disengage from the conversation.  
6. Safety and youth protection should be a key focus at all times. Any and all reports or  allegations of inappropriate or potentially abusive behavior must be promptly reported to the NYSA President.   

All NYSA personnel must comply with this policy. In the event NYSA perceives any online communication activities by an employee, coach or volunteer as compromising the integrity of the organization or the safety of our members in any respect, NYSA may request such communications to cease. Such communications may be reported to authorities if deemed appropriate by the Executive Committee. Violations of this policy will result in corrective action including disciplinary action or dismissal when appropriate.

Contact Us

12810 NE 178th St, Suite 202
Woodinville, Washington 98072

Phone: 425-486-5106
Email: [email protected]

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