PARISH/SCHOOL ATHLETIC DIRECTORS

All parishes and schools participating in the CYO Athletics program must have an athletic director. The athletic director will be the official parish/school recipient of all archdiocesan CYO Athletics information and will be responsible for promulgating this information within their parish or school.

AD RESPONSIBILITIES
• Making sure the CYO Athletics has their correct name, address, phone number, and email address on file.
• Recruiting qualified coaches for all parish/school teams and ensuring they receive all required trainings. 
• Formulating a policy of screening coaches and ensuring that all coaches meet the Safe Environment requirements (including completion of an Archdiocesan Background Check form, signed policies form, and training) – submitting coach list for each sport season to parish SEP coordinator.
• Organizing the parish/school athletic program and support functions such as equipment acquisition, facilities, etc.
• Being knowledgeable of all aspects in the current CYO Athletics manual and ensuring that the philosophy of CYO Athletics is followed.
• Registering the parish CYO Athletic teams prior to the registration deadline for each sport.
• Checking the parish and school calendars for potential scheduling conflicts, and note on the registration form. 
• Certifying eligibility of players on team roster, verifying accuracy and completeness with their coaches, submitting on proper form to CYO Athletics prior to roster deadlines.
• Representing the parish/school at all CYO Athletics meetings for parish/school athletic directors.
• Ensuring that all eligibility questions, concerns, and requests are handled appropriately and in a timely manner.
• Recommending having at least one annual Eucharistic Celebration planned by, for, with the athletes. A Mass of Thanksgiving for the talents God gave us and the opportunities athletics provides for utilizing these talents.
• Ensuring that all incident report forms originating from the parish/school are handled appropriately and forwarded on to CYO Athletics in a timely and comprehensive manner.
• CYO Athletics Code of Conducts for players, coaches and parents are signed and kept on file.
• Ensuring that coaches are managing behavior of fans and the care of the facilities where they play.
• CYO recommends that parish or school athletic associations establish and communicate expectations about what it means to fully participate in the team community in terms of attendance at scheduled practices.
Please note:  Failure to adhere to the above responsibilities may result in probation for parish/school involved.

UNIFIED PROGRAMS
Parishes and schools may choose to request to combine for all sports they compete in for the duration of a program year. Because of the complexities of these combinations, including the costs and benefits that are felt across the entire program year and in different, even opposing ways across grades, genders and sports, it is in the best interest of the participating communities that this relationship be considered for the long term instead of the short term. 

It is recommended that multiple levels of participation and leadership from each program seeking to be Unified are given the opportunity for feedback on pursuing these relationships. CYO Athletics reserves the right to review these relationships on an annual basis to determine how they fit within the scope of the mission and values of the overall program.

This request must be:
a. Agreed to by the leadership of the Unified parishes or schools, signed off on by both pastors or principals depending on the circumstances and CYO Athletic Directors from each program
b. Submitted to CYO Athletics on or before the Fall Athletic Director meeting.

It will be reviewed by the AAC with, but not limited to, the following considerations:
• One or more of the parishes or schools does not have consistently viable numbers to field teams on their own.
• Access to practice facilities is enhanced for one or more of the parties in the relationship.
• There is a geographic proximity to one another that makes combination reasonable in terms of access and an opportunity to build community between the combining parishes or schools.
• There may be structures or governance of the parishes or schools that are shared.
• The combination is not done solely for competitive advantage.

TEAM REGISTRATION AND FEES
• The team fees are to cover the cost of officials, administration, and gym/field rentals when applicable.
• Registration forms received after the deadline will not be accepted.
• Teams who submit registrations after the deadline will be placed on a wait list. If a spot opens up in a division of the same age/gender, they will be entered into the league in the order the complete registration was received.
• Programs are responsible for full team fees for all registered teams by the drop deadline for each sport. Parishes/schools will be invoiced for team fees after the drop deadline.
• Additional items that should be submitted with team registrations – TBA’s, parish/school conflicts for scheduling purposes and special eligibility requests.
• Through its registration process for CYO Athletics, each parish/school is individually responsible for ensuring that all participants in CYO Athletics activities are adequately covered by the proper insurance and that their parents have signed a parish/school liability release form.

FACILITIES
As a community of faith, we are called to be stewards of the resources placed in our care. Whether we’re in the gym, out at the park, or up in the bleachers, we all have a role in creating the right environment for our events. As part of our use agreement with the Department of Parks and Recreation of the City of Seattle, we have very specific Field Maintenance Protocols in terms of how we are to care for the facilities.

In addition to the Field Maintenance Protocols detailed on our website, park users should also understand:

1. No metal cleats or sunflower seeds on turf fields.
2. No pets on the field of play (this includes no dogs at Cross Country or Track and Field meets).
3. Please respect the designated parking areas and parking regulations of the schools, parishes, and parks where our events take place. 

FACILITY REIMBURSEMENTS
If your parish/school has a gymnasium that has been approved by CYO Athletics for league play, your parish/school will be reimbursed $20.00 for each basketball game and volleyball match where there is no team playing from that particular parish or school. CYO Athletics will reimburse $15.00 for each basketball game and volleyball match where there is at least one team playing from that particular parish or school.

If your parish/school has a soccer field that has been approved by CYO Athletics for league play, your parish/school will be reimbursed $15.00 for each soccer game slot.

If your parish/school has a field that has been approved by CYO Athletics for league play, your parish/school will be reimbursed $20.00/hour for softball games where there is no team playing from that particular parish or school. CYO Athletics will reimburse $15.00/hour for softball game where there is at least one team playing from that particular parish or school.

PRACTICE TIME ON CITY OF SEATTLE FIELDS
Parish/schools will be fully charged current hourly rates for soccer and baseball practice allocations from CYO Athletics for Seattle parks and school district fields.

TEAM ROSTERS
• Each member of a CYO Athletics team must be registered on the official roster form for his or her team and may not appear on more than one roster for the same sport.
• Minimum and maximum roster requirements can be found in the sport specific sections of this manual.
• Each team roster form must be completed in full by the coach and approved by the parish/school athletic director.
• Parishes/schools with multiple teams at a given grade and division level must split teams equally based on talent.
• Rosters of all teams must be submitted to CYO Athletics office prior to the roster deadline in each sport. In the case of late rosters, all games played after the deadline and prior to roster submittal will be forfeited.
• Names may not be added to the team rosters after the deadline date without approval from CYO Athletics.
• In divisions with varsity and junior varsity team designations, a player on a junior varsity team may move up to varsity (or AA to AAA) based on need/or merit provided:
1) It occurs in the same grade division, and
2) That said player has not been a member or played on the team to which he/she is transferring, and
3) For AA to AAA requests, the AA team would need to have not qualified for playoffs.
4) The parish/school athletic director requests said transfer in writing to the CYO Athletics office, and receives approval from CYO Athletics.
• All instances of a student playing in any division above their grade level or on an opposite sex team must be specifically approved by CYO Athletics by roster deadline.
• 2nd-8th Grade Soccer and all grade levels in Basketball are considered single gender sports, and coed is not allowed. Exceptions may be made on a case-by-case basis. 
• A player from a younger grade team may not be moved up for post season tournament play.

NOTE: The use of any ineligible player(s) either deliberately or unknowingly shall result in a forfeiture status for every game in which the player(s) took part, and the coach will be suspended for one game. Repeat offenders will be dealt with on a case by case basis.

TALENT ASSESSMENT AND SPLIT
Parishes/schools with multiple teams at a given grade and division level must split teams equally based on talent.

PRIOR TO THE SEASON:
1) CYO Athletics is not directly involved in assessment for teams prior to roster development;
2) When it is determined that parishes will have multiple teams in same grade/gender/division, representative of CYO Athletics will contact that AD/Sport Coordinator in writing to ensure clarity on policies and best practices;
3) Generally parishes/schools choose to have teams in different divisions for the sake of community, especially in the playoff eligible divisions. In this case, CYO Athletics would choose the divisions where teams are placed. However, parishes/schools may still choose to have multiple teams play in the same division for the sake of travel or other considerations;

BEST PRACTICES AT LOCAL PARISH/SCHOOL
1) These can be found on website under “AD Resources”
2) These are RECOMMENDATIONS. However, if an issue of talent imbalance arises within a parish/school, the documentation of the process that took place will be evaluated against these best practices – therefore documentation should be saved for any future review;
3) The process that is undertaken should be consistent for all grade levels within that same program – formal evaluation processes should not be utilized until 5th grade;
4) While this document pertains specifically to those circumstances where teams must be divided equally by talent, these best practices are still pertinent to running assessments for teams that will be split into AA/AAA or JV/Varsity, etc.

AFTER SEASON BEGINS, concerns about talent splits need to be communicated to the parish/school involved and/or CYO Athletics prior to the 3rd scheduled competition in order to engage the following prescribed review process.  If complaint arises then CYO discusses process and personnel used during the split with the AD and whoever oversaw the splits.
1) Caution should be exercised from simply observing one team or tracking scores/standings to determine if a talent imbalance exists between two teams. 
2) When reviewing a complaint, combination of the following will be considered:
a. How the assessment was conducted – review of associated documentation
b. What have been the scores and circumstances of games/matches
c. Determine level of participation of individual players from the entire roster of teams involved
d. Observation from representatives of CYO Athletics – commissioners, staff, etc. – which will consist of more than one game/match and more than one person;
3) Assessment will be made by Sport Committee and CYO Athletics staff in review of compilation of pertinent information and observation. The time for parish/school representatives to be engaged is prior to and during the review process. Because of the timelines involved, once rendered, there is no appeal of this decision;

GAME FORFEITURE

Given that the CYO Athletics regular season is only 7 or 8 games long, it is incumbent upon registered teams to show up for their regularly scheduled games. Parish or school conflicts should be submitted with team registrations at the deadline so that they can be incorporated into the schedule to avoid as many forfeits as possible.  When a coach determines in advance that they do not have the required number of players to compete as scheduled, they should reach out to the coach of the team they are scheduled to play.  First effort should be made to work with the other team to share players to provide a “game” experience for the committed players for both teams. The team that is short players will forfeit to the other team.  If this is not possible, the coach of the forfeiting team needs to notify the coach for the team they are scheduled to play by phone and/or email and ask for confirmation of the notification of forfeiture.  The coach of the forfeiting team must notify CYO Athletics at athletics@seattlearch.org via email and cc their own athletic director (and sport coordinator if applicable) and coach of the team they are scheduled to play. CYO will notify the paid officials.  Each team scheduled for a contest shall be dressed and ready for play at the appointed hour. Should any team not be ready with the required number of players at the appointed hour (game time), the contest shall be forfeited.  Should each team not be ready with the required number of players at the appointed hour (game time), the game shall be declared a no contest, and both teams will be charged with a loss on their season's record.  Teams forfeiting a game or match will be fined $40.00-$100.00 (depends on referee total) unless CYO Athletics and the opposing team have been notified of the impending "no show" at least 72 hours in advance. Fine is payable before the next scheduled contest.  NOTE: In volleyball, only the first game shall be forfeited at game time. If the team in question is not ready for play 11 minutes after the appointed hour, then the complete match will be forfeited.  NOTE: In soccer, games will be forfeited when a team cannot supply nine players 15 minutes after the official start time for the game.  Baseball and Basketball follow NFHS rules for Game Forfeiture.

CONSEQUENCES IF TALENT IMBALANCE IS OBSERVED
Parish/school will be notified of assessment and given the opportunity to adjust rosters during the season. These roster adjustments must be completed and new rosters submitted to CYO Athletics by the 5th scheduled competition of the season;
1) If parish/school makes the choice to not do this, then teams are ineligible for playoffs.
2) If this is attempted and teams are observed by CYO Athletics to not have achieved a balance of teams in spite of roster adjustment, teams are ineligible for playoffs.
3) Please note: If complaint from within the parish/school comes after the 3rd scheduled competition, there is no recourse. If complaint comes from outside the parish/school after the 3rd scheduled competition, is based on more than just team records or game scores and upon review of representatives of CYO Athletics an unequal talent split is assessed, disciplinary action may result. 
PLAYER ELIGIBILITY
CYO Athletics is intended for youth playing on their parish sponsored team. Since it is a parish-based program, it is essential that all youth actively participating in a parish be given the opportunity to be involved. Parish athletic directors should make ALL parish members aware of CYO Athletics.

Due to the essential nature of the “social” aspect of CYO Athletics, participants in activities will be separated into divisions based on grade level in school. 
• Age is not the primary factor in determining the level of participation, although this is subject to the discretion of the CYO Athletics staff and any exception it deems appropriate and necessary. Any deviance between age and “normal” schooling grade of 2 or more years as of January 1st should be sent to CYO Athletics for consideration.
• If a student has left a parish/school and still wants to participate in CYO Athletics, a written petition/request must be submitted each year.
• No individual player shall participate on more than one CYO Athletics team in the same sport.
• Requests to play a player up one grade division must be submitted by the Drop Deadline. Any request thereafter will not be considered.
• For each sport, athletes below the first grade of participation are not allowed to play up a grade in order to participate in CYO Athletics. Requests for exceptions will be considered on an individual basis by CYO Athletics staff and the Sports Committee involved. With regard to the Kindergarten division in soccer, kindergartners are not allowed to participate on 1st grade teams. With regard to the 3rd grade division in basketball, 3rd graders are not allowed to participate on 4th grade teams. With regard to the 4th grade division in volleyball, 4th graders are not allowed to participate on 5th grade teams.
• NOTE: Use of an ineligible player(s) either deliberately or unknowingly shall result in a forfeiture of each game in which the player(s) took part.

CATHOLIC YOUTH
• All Catholic youth, regardless of school affiliation, may play for the parish in which they belong.
• Any Catholic youth attending a parish school outside his or her parish may play for either parish, but not both.
NOTE: Any student attending Villa Academy or Assumption/St. Bridget must play for his/her school team, regardless of the family’s parish affiliation. If a team is not offered in a particular grade level, then, with the consent of CYO Athletics, the student may play for a neighboring parish team.
• A Catholic youth who belongs to a parish that will not be entering a team may play for a bordering parish provided:
1) A letter signed by both parish athletic directors, stating their approval, is submitted to the Sports Committee with the team registration, and
2) If youth is from a parish that does not participate in CYO Athletics, in the absence of a parish athletic director, approval from pastoral staff instead will be required.
3) Permission to play for another parish is approved by CYO Athletics staff.

MULTIPLE PARISHES COMBINING FOR A TEAM
Instances where teams may combine for a sport, who are not combining as parish programs for all sports, must be requested. CYO Athletics staff will consider the following criteria before allowing the request to combine:
• A parish/school does not have viable numbers to field a team on their own.
• A parish/school does not have anyone able to coach.
• A parish/school would not have access to a practice facility without the combination.
• A parish/school is seeking to build community between neighboring parishes that historically have to combine to form viable teams.
• Creating the opportunity for players to compete at their own grade level, instead of having to play up a grade level to form viable numbers within the parish/school.
• The request must be mutually agreed upon by the parish/school AD’s involved (e-mail confirmation CC’ing AD’s involved in the request is acceptable).
• All registered/interested students in a grade/gender should participate at the same parish/school (either their own parish/school or the same neighboring parish/school). NOTE: This does not necessarily mean they will end up playing on the same team. If X kids join a neighboring parish, and there are more than one team in that grade and gender, the X kids could be split up across multiple rosters.
• Each team combination request will be reviewed independently of one another.
• Exceptions to these criteria may be granted in extraordinary cases.
• Recommendation: where possible, it will be helpful to share players after the parish registration deadlines so that the number of possible kids to share is a firm number instead of one that is changing.

NON-CATHOLIC YOUTH
A non-Catholic youth attending a parish school may participate in the parish CYO Athletics program.
• For non-Catholic schools participating in CYO Athletics, all youth participating on a school team must be a student at the school.
• A non-Catholic youth not attending a parish school may play for a parish, provided:
1. They have established some official, non-athletic contact
with the parish at least 2 months prior to the first game of the season, and
2. A letter signed by the parish pastor and athletic director explaining the youth's contact with the parish, other than athletics, is submitted on time with the team registration or will NOT be considered, and
3. Permission to participate is approved by CYO Athletics staff. Each request will be handled on an individual basis and the decision is final.

UNIFORMS
Uniforms and how they are worn should meet the dress code for physical education of the participating parish and/or school. Parishes and Schools are responsible for ensuring each player is provided proper uniform for game play, and officials shall use their own good judgment in handling of duplicate numbers and other aspects of uniform problems.
• Uniforms should be age appropriate and modest in light of CYO Athletics as a Catholic youth sports program.
• Uniforms should be functional and not a distraction.
• Uniform choice should show care and concern for the self-esteem and body image of all participants.
• Consistency of uniforms (style, color, etc.) creates a sense of team unity and togetherness.
• No sponsorships shall be included on team uniforms.
Use of CYO Athletics Logo:
• It is the expectation that as programs replace uniforms that they add the logo of “CYO Athletics” to their uniforms.
• Logo can be obtained from CYO Athletics and should only be used on team uniforms unless approved in writing by the Director of CYO Athletics
 Standard size: 2 ¼ “
 Standard location: center back or left sleeve
• Uniforms should be used only in CYO Athletics events or competition approved by CYO Athletics. Requests for approval from the Parish/School Athletic Director should be sent to and approved by the Director of CYO Athletics prior to commencement of any outside competition.

TRANSPORTATION POLICY  
• Archdiocesan Transportation Policies for Youth Ministry apply to all CYO Athletics events.
• The complete policy can be located here.
• When considering any aspect of transportation to and from a Youth Ministry event, the definitive authority is your (Arch) Diocesan transportation policy. 
• You should review the policy periodically and refer to it any time a question arises about transportation. 
• You should also take the online training course” Church Transportation – Is it Necessary and Ministry-Based?”
• In general, it is best to limit any church-provided transportation as much as possible. Thus, whenever possible, it’s best to have participants meet at the location. If that is not practical, the next best option is to hire a contracted carrier or utilize public transportation (i.e. airlines, city bus, etc.) 
• If public transportation is used, no further information is required. However, if transportation is provided through a contracted carrier, signed contracts should be executed with appropriate hold harmless/indemnity language protecting the parish and the (Arch) Diocese.  Also, contracted carriers should provide proof of insurance with minimum limits of liability of $2,000,000 CSL (Combined Single Limit) for in-state travel and $5,000,000 CSL for travel involving multiple states. 
• The third option would be utilization of volunteer drivers. A volunteer driver should always be a minimum of 21 years of age and not have any impairment which could prohibit safely driving the vehicle. If the volunteer will be responsible for transporting other individuals, the recommended minimum age is 25. Volunteer drivers should complete the Volunteer Driver Form. (Exhibit D) For frequent drivers, a Motor Vehicle Record check (MVR) is recommended. Volunteers using their own vehicle must maintain minimum liability coverage on their vehicle of $100,000/$300,000. The volunteer should be informed in advance that their insurance would be primary if an accident occurred. 
• Please reference guidelines for determining Unacceptable Drivers. (Exhibit E)
• We recommend that all volunteer drivers be required to take the online defensive driving course “Be Smart – Drive Safe”. This course is available at no cost and takes less than 20 minutes to complete.
• Volunteer drivers must also complete the Driver Acknowledgement Form. (Exhibit F) This important form reviews safe driving practices all drivers should follow.

WEATHER POLICY    
• It is the policy that when weather creates a challenge to attend league or tournament games, the Director of CYO Athletics, in consultation with the Sports Committee decide as early as possible on the cancellation of such events.
• If athletic events are cancelled due to the weather, all CYO games will not be played or made up.
• If CYO moves forward with the games, please use your best judgement given the different weather conditions in various areas. Communicate with the opposing coach and CYO office if both parties are not able to play.