Rep Team Policies and Procedures
Ratified by EVMHA Executive September 8, 2010
1.0 Preamble
In addition to House League, the Exploits Valley Minor Hockey Association (EVMHA) also offers a Representative Team (RT) program which is skill based and will be selected according to the rules laid out in this handbook. A governing principle of this Association for the RT program is to promote maximum participation, however, as the RT program is a skilled based selection process the Association can not guarantee that all players will be selected for a RT and that maximum participation does not mean full participation of all those choosing to try out.
2.0 Rep Team Directors Responsibilities
The EVMHA Constitution has created the position of Representative Team Director (RTD) whose responsibilities are as follows:
2.1 Deal with on-going RT issues that may develop throughout the year.
2.2 Communicate on a regular basis with the RT Coaches and to address any concerns that may arise with a RT.
2.3 Ensure that literature is prepared and made available to give each player and parent/guardian, noting the rules and regulations of RTs plus the commitment required by a player to the RT program. This is to be distributed at the time a player signs up for RT try-outs.
2.4 Oversee matters relating to the registration requirements for Hockey Newfoundland and Labrador as it relates to participating in provincial tournaments.
2.5 Provide a try-out list of players wishing to try out for RTs and an attendance list of all players who try-out for RTs.
2.6 Oversee any fundraising by RTs, ensure budgets, financial statements are submitted by each team and assure expenditure guidelines are complied with.
2.7 Ensure that applications for coaching positions are brought to the EVMHA Executive for final approval.
2.8 Responsible for announcing each RT.
2.9 Ensure that each team Manager (or designate) reports any travel to both the RTD and HNL. Any practices, games or tournaments scheduled outside those of EVMHA must be reported to the RTD.
2.10 Ensure that EVMHA RT ice time is allotted equally time in accordance with the hours set forth by the Executive.
3.0 House League
House League play is to be paramount and team staff are prohibited from scheduling exhibition games or practices that conflict with House League play. In the event that a RT has qualified for has been invited to a tournament that conflicts with House League play they will only be permitted to participate in such event with the approval of the Executive. Notwithstanding the foregoing any travel that conflicts with EVMHA’s House League Championship day will be prohibited.
4.0 Selection of Rep Teams
The Technical Director (TD) will head a Selection Committee (SC) which committee will consist of the T D as well as approved EVMHA coaches. Those coaches need not be limited to the division from which the selection team is being chosen and will be selected and approved by the Executive in such a manner as to ensure that the selection process is as objective and unbiased as possible. Notwithstanding the foregoing it is acknowledged that parents of children participating in the selection process can serve on the SC if approved by the executive. The RTD will bring the SC forth to the Executive for final approval before the selection process occurs. Final team selections will be done by the SC, the RTD at his or her discretion can be present for the selection process but shall have no input into the evaluation or grading of players but has jurisdiction to assure that proper procedure is followed.
Each player who wishes to try-out for a Rep Team must complete a prescribed form before the process begins. A deadline date will be put in place. Should this form not be completed then the child will not be considered during the process. This form will include the players desired preference for playing position as well as the player’s preference for a particular team (ie A, B or C). The SC has the right to select players based on their ability and not their positions (except goalies). Decisions on player positions are to be determined by the Head Coach regardless of the position applied for. A player’s preference for a team may be considered by the SC when placing the player but such a preference is not binding on the SC. Players are eligible to try out for RTs in his/her age category only.
The EVMHA Executive will determine roster sizes for all RTs before the selection process is complete. This will be done in accordance with HNL guidelines.
The SC will determine each division’s evaluation and try-out process which shall include both individual skills and team play.
Players are to be selected on ability, both individual and team play as well as attitude.
Following the selection process each player is to be given an evaluation card that will outline the player’s performance including both the positive aspects of the player’s play and areas to be worked on for improvements.
All RT roster announcements will be done by the RTD.
Should a player leave his/her RT for any reason (ie. quit, relocation, sickness) it will be the decision of the EVMHA Executive as to whether this player will be replaced on the particular RTs roster. Such decisions will be made on a case by case basis. If the Executive approves the addition of a replacement player, the particular replacement player will be chosen by the Head Coach in consult with the TD and the other teams involved (ie the RT losing a player) A player being selected for replacement under this provision has the right to refuse in which case the replacement player selection process will be repeated unless in the opinion of the Executive in consult with the TD and the Coaches involved a suitable player for replacement is not available.
Notwithstanding the foregoing a RT is permitted to pick up another player from another RT to play in exhibition games provided that in such circumstance the team picking up the player does not have sufficient players to play that particular game and that such a selection does not conflict with other games and does not result in an approved roster player being replaced.
ANY roster changes following the initial selection process must be approved by the EVMHA Executive.
5.0 Player Commitment and Responsibilities
Players are expected to attend all practices, games and team functions.
As part of the selection process players are expected to commit to participation in the All NL Provincial (Easter) Tournament, if a player is not able to commit to the Easter Tournament they are expected to communicate that to the RTD prior to the selection process and the SC may factor that into the selection process. Following the selection process, if a player becomes unable to play in the Easter Tournament it is the obligation of the parent of the player to disclose same immediately to the RTD. In such circumstance it will the be the decision of the Executive as to the action to be taken which can include the selection of a replacement player to assure that the team complies with HNL requirements for roster sizes and also allowing the player to remain with the team notwithstanding the fact that he or she won’t be available for the Easter Tournament.
6.0 Team Staff Responsibilities
Staff are to lead by example and teach fairness, good sportsmanship and the development of a team concept.
Staff are responsible for the development of the players on their team. This includes skills, fair play, respect for fellow competitors (including opposing players and coaches) , game officials and fans and parents. The staff must treat all players with respect and expect the same in return.
Staff must use good judgement to ensure that any discussions involving differences of opinion, etc. between the coaches, officials, and/or parents (including opposing players, coaches or parents), are conducted as much as possible in private and all times with respect for the other party. Staff are responsible for familiarizing themselves with this policy manual and any other applicable rules and regulations.
A letter of conduct must be provided to the EVMHA RTD for all coaching staff.
7.0 Application and Selection of Head Coaches
Any person wishing to be a Head Coach of a RT must submit an application to the RTD. No specific team has to be named in the application. This allows for all interested individuals to apply for a Head Coaching position with consideration then being given to the team that will include their child. This should be done prior to the selection process so that those interested in coaching RTs are included as much as possible in the selection process without predetermining the placement of his or her child.
All prospective Coaching Staff must submit a resume including previous coaching experience, and levels attained. This must be done on or before the deadline specified by EVMHA. Applications are to be given to the RTD to be brought to the EVMHA Executive for final approval.
All prospective Coaching Staff must have or be willing to obtain the appropriate levels for their position as determined by HNL regulations.
Coaches will be selected based on the following criteria:
1. Hockey and coaching knowledge;
2. Leadership ability;
3. Good communication skills and the ability to relate to the players;
4. Coaching philosophy and attitude;
5. Previous coaching experience;
6. An understanding of adolescent development issues.
8.0 Head Coach’s Responsibilities
8.1 Responsible for choosing an assistant coach, manager and trainer. The Head Coach’s selection shall be submitted to the RTD who in turn will ask the EVMHA Executive for approval. In this process deference is given to the Head Coach’s choices and absent extenuating circumstances, the executive will accept the Head Coach’s selections.
8.2 Responsible for ensuring that at least two members of their staff are present in the dressing room until the last player leaves.
8.3 Ensure all players proceed directly to the dressing room at the conclusion of a game or practice.
8.4 Precede players to ice ensuring gates, including zamboni gates, are closed before players enter the ice surface.
8.5 Responsible for ensuring that the team is ready to start all games on time and all game sheets are filled out and signed.
8.6 Ensure that the dressing room guidelines having regard to male and female players and coaches are followed.
8.7 Responsible for the conduct and behaviour of the coaching staff. This pertains to their awareness of and execution of their responsibilities as specified in this manual and includes discipline of players.
8.8 Ensure all players and coaches wear the proper game attire and required protective equipment in both games and practices. Also, ensure that this equipment is properly fitted and in good order.
8.9 Ensure that coaches are on the ice for all practices and games.
8.10 Ensure that at least one member of the coaching staff is present in the dressing room at least one half-hour before games and practices.
8.11 In the absence of any member of the coaching staff to assure that a designate is in place to fulfill all of the obligations of the coaching staff.
9.0 Manager’s Responsibilities
9.1 Distribute, collect and return Rep Team Jerseys and ensure all jerseys are signed out by the parents. This sign out sheet is to include name, number and size and an acknowledgment that the player and parent are responsible for the jersey and are familiar with this provision governing use and return of jerseys and to submit this listing to the RTD. All RT jerseys are to be collected following the Easter Tournament unless otherwise approved by the RTD.
9.2 Advise players that jerseys supplied by EVMHA for Rep Teams are for GAME USE ONLY and are not to be worn for practices or personal use and to assure this is complied with
9.3 Coordinate all team finances including fundraising within EVMHA guidelines and collection of RT fees as prescribed.
9.4 Responsible for notifying players of practices and games, completion of line-up sheets, scheduling of games and practices, completion of HNL travel forms where applicable and to notify the RTD of all games and tournaments.
9.5 Ensure that dressing rooms facilities are adequate for the team, and that assigned dressing rooms are locked when unoccupied before and after games and practices, left tidy and undamaged and to precede players from the ice to the dressing room to unlock the door and be present in case of an emergency to ensure the dressing room can be opened.
9.6 Prepare team budget and present it to the RTD within assigned deadlines.
10.0 Trainer’s Responsibilities
10.1 Completion of safety program through HNL.
10.2 Maintain complete First Aid Kit as required to assure the safety of all players.
10.3 Complete prescribed medical information forms for each child for disclosure of any health and safety issues such as asthma, allergies and to generally assure that all players are able to play or practice when required and to attend to injured player’s in games or practices.
11.0 Rep Team Fees
Rep Team fees will be determined by the Executive and must be paid by the date set forth by the Executive.
12.0 Discipline
The Head Coach has the right and obligation to administer appropriate discipline. The Head Coach has the authority to bench, suspend, or remove a player who he/she feels has behaved inappropriately. This behaviour may include but is not limited to:
Blatant abuse of a players obligation to attend practices, games and team functions.
Refusal to listen to coaching instruction.
Inappropriate behaviour towards coaches, fellow players, game officials, etc.
If in the opinion of the Head Coach a player on the team should be subjected to disciplinary action resulting in temporary suspension or removal from a RT, the coach may take such action immediately but must advise the RTD and the Parents/Guardian immediately in writing giving the reasons for this action. The parents of the player have the right to appeal the decision to the President which appeal must be also be in writing, the President shall convene a review committee consisting of the RTD (or designate) and two other executive members to make a final ruling, the committee may make whatever inquiries it deems appropriate to make a decision and their decision will be final. This provision is only applicable to suspensions or expulsions and is not applicable to a Head Coach’s decision to bench a player during a game or to remove a player during a practice.
13.0 Team Practices
Ice time should be utilized fully with drills and exercises that are innovative and will keep an optimum number of players active at all times.
Only team members or those invited by the coaching staff are to attend practices.
14.0 Playing Time
All RTs must operate under the appropriate HNL fair play rules for their particular division and it is the responsibility of the Head Coach to familiarize him/herself with the appropriate rules.
15.0 Exploits Cataracts Jerseys
Only official Exploits Cataracts jerseys are to worn for RT play.
16.0 Fundraising
Any RT fundraising must be approved the Executive, an individual RT is permitted to raise a maximum of $2500 per team unless otherwise approved by the Executive. This money can be used only for additional ice rentals over and above that which is supplied by EVMHA, registration into invitational tournaments or to offset RT registration. A Budget must be submitted to the Rep Team Director prior to any fundraising and within the specified date set by the Rep Team Director. A Financial statement must be submitted after the fundraising is complete.