COMPETITIVE BYLAW MANUAL
KDSC Competitive Guidelines & Protocol
This Competitive Bylaw Manual is to be followed by all individuals involved in KDSC Youth Competitive Soccer.
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A MESSAGE TO THE COACHES
1.0 GENERAL KDSC YOUTH COMPETITIVE POLICIES AND GUIDELINES
1.1 Preventive Guidelines for Parents, Players and Fans
1.2 Tryouts
1.3 Team Roster Guidelines
1.4 Exceptions
1.5 Uniforms
1.6 Club Tracksuits
1.7 Discipline
2.0 COMPETITIVE PHILOSOPHY
2.1 Team
2.2 Player Movement
2.3 Competitive Environment
2.4 Players
2.5 Head Coaches
3.0 PLAYER REGISTRATION
3.1 Overview
3.2 New Player Registration
3.3 KDSC House League Player
3.4 Competitive Player on Loan (Call Up)
3.5 Soccer Fields
3.6 Travel Permits
3.7 Training Camps
3.8 Finance Policy
4.0 IMPORTANT DATES
5.0 INSURANCE COVERAGE
6.0 CODES OF CONDUCT
6.1 Coaches Code of Conduct
6.2 Players Code of Conduct
6.3 Parents Code of Conduct
6.4 The Role of the Parent
7.0 FINES
8.0 COACH, PLAYER and PARENT CHARTER
A MESSAGE TO THE COACHES
PLAY WITH PASSION!
The Kemptville District Soccer Club (KDSC) has put this guideline and protocol in place for all youth Competitive Team Officials to abide by. The philosophy of the Competitive teams can only work with all Team Officials following and abiding by these policies. Coaches in Competitive must work together in order to assist their players in attaining their true potential through encouragement and teaching these individuals the tenets of discipline. Coaches under this policy will be expected to encourage their players to advance to the next step of their development in order to strengthen the KDSC competitive program.
- Following the appointment of a Competitive Selection Committee (of no more than 5 members) by the KDSC Board of Directors, the said committee will begin the coach’s selection process under the direction of the Director of Competitive Operations and the Club Head Coach.
- Competitive coaches and team officials will abide by all policies and procedures put in place by KDSC (herein referred to as the Club).
- The Club has an Abusive Behaviour Policy which all players, parents and team officials must adhere at all times.
- All Competitive coaches must sign and return to the Club a copy of the Coach/Player/Parent charter found at the end of this document. Each head coach will also be responsible to have every player and parent sign the document once the team is formed and forward the signed agreements to the club. Appointment of Head Coaches is pending upon the signing and return of this Agreement.
- Competitive Coaches will select their team officials (Assistant Coach, Manager) and provide these names to the Director of Competitive Operations and Club Head Coach for final approval before being registered with the Club. Assistant coaches must also be interviewed prior to the Club approving their placement on the team.
- Police checks must be obtained and submitted to the Club by all team staff within 30 days of Appointment. (KDSC shall reimburse costs on receipt of all original documents based on review by the board and on a case-by-case basis).
- Coaches are responsible for their own development and are encouraged to upgrade their coaching levels beyond the minimum required by the OSA or individual leagues. Contact the Club for a listing of available clinics.
- All KDSC coaches are required to be certified up to, and including, “Soccer For Life”, as well they must take the “Respect In Soccer” online course. Please see the following link for the OSA course comparison chart; http://www.ontariosoccer.net/Coach/NewCoachCoursesForOntario.aspx.
- Team officials are required to obtain Competitive Cards through the Eastern Ontario District Soccer Association (EODSA) website/office. A copy of all team officials’ cards must be provided to the Director Competitive Operations prior to the start of the season for validation.
- Coaches (or a registered team official, at a minimum) MUST attend all Club coach’s clinics and meetings. If a team is not represented, the team will receive a $50.00 fine.
- A Competitive team approved roster must be submitted to the Director of Competitive Operations by the Team Head Coach prior to April 4, 2012 to ensure house league balancing and planning. Details should include player names, addresses, phone numbers and dates of birth. All complete team rosters must be finalized and approved by the Director of Competitive Operations by April 11th, to register all teams in their respected leagues.
- Every coach conducting a tryout must document the date of the tryout, where the tryout was held, and a roster of all players attending the tryout for every session. This document must be forwarded to the Director Competitive Operations immediately following the tryout.
- Competitive teams MUST have a Budget Statement submitted to the Director Competitive Operations at the beginning of each season (May 15th) and at the end of the Club fiscal year (September, 31st). A copy of the team’s budget must be given to each player/parent at the time of submittal to the Director. At least 1 update should be given to each players/parents by July 15th.
- All Club Competitive players must be registered with Ontario Soccer Association (OSA) before being forwarded to the appropriate leagues for registration. ONLY the Club Registrar can register team officials and players.
- Players must attend tryouts and must pay a non-refundable tryout fee of $20 to the Club before being permitted to tryout. The $20 tryout is NOT deducted from the registration fee.
- 16. Once tryouts are completed and players are advised if they have made the team, the full registration fee is due no later than the deadline date, as designated by the club. The deadline date will be a set date or 5 days following notification, depending on when the team has completed tryouts. This is determined by the club. Until payment is made, the player will not be added to the official roster and is not permitted to participate with the team in any capacity (practice, games, etc.). If the registration is not received by the deadline date, then the player will forfeit their position on the team. At the club’s discretion, the coach may be given an opportunity to invite an alternate player, who has participated in the mandated two tryouts, to join the team. This player would be given 5 days to provide the full registration. If payment is not received within the 5 days, then the roster spot will be forfeit completely. If a team roster falls below the minimum allowable 14 players due to unpaid registration fees, then the team will be withdrawn from the league.
- The Club believes that players will develop better at their age appropriate level than at an age level above. However, the club recognizes that, although rare, some talented players may exist that are physically and psychologically ready to be considered for the next age level within the club’s structure. Parents must first request to the Director Competitive Operations in writing a request for consideration of play up (no alternate ways will be accepted). The Director Competitive Operations will then contact the Club Head Coach who will evaluate this player. The player MUST try out for their age appropriate and next level up team, no matter what. If it is determined that the player is in the top 5 of the next age level up they will be granted play up status. The Club’s decision is final and not contested. No player is permitted to play 2 age levels up in the Club.
- Written request must be submitted to the Club for approval on conducting team fundraising at venues or events that are hosted by the Club. The request must be submitted on April 15th of the year. Such events include: tournaments, photo days, registration, etc.
- All Club Competitive teams must wear Club approved uniforms, tracksuits and training gear for all league games, cup games and tournaments, unless written permission has been granted by the Club. The Club has approved Red as the primary uniform jersey for all away games, and White for home, unless there is a colour conflict, and then league rules for colour change are required.
- The Club shall provide a feedback document asking for assistance in the evaluation of team programs. This shall be done in confidence and the Club goal is to achieve full participation. The Team Manager should encourage all team players/parents to submit feedback forms. The goal of this feedback is to assess the Club program and to supplement the coach’s non-technical selection process. The feedback is confidential will not be shared with coaches, other Team staff or Parents.
- All Club Competitive players in age divisions 12 years and above shall participate in a minimum of 25% of seasonal allocated playing time. The coaching staff shall decide on the remaining amount.
- All Club travel teams at the U10 - 11 age shall have players shall get equal playing time “per game” to encourage the development of players, as mandated by the Developmental league rules.
All coaches are encouraged to schedule a meeting with players and/or parents before the season to set individual and team objectives for the upcoming season.
Players must be dealt with in a fair and respectful manner at all times. Competitive Coaches must explain team outline and objectives for all parents (i.e. team rules for parents/players, tournaments, fundraising, budgets, practice schedules, estimated cost per player etc.).
Appoint your team officials promptly. Be sure to remember to update all information regarding your team officials with the Director of Competitive Operations so they will be eligible for liability and accident insurance. A copy of the Insurance form is found on the club website under forms.
All coaches are responsible for the conduct of their team, parents and friends of players. Conduct control applies to home and away games. This will be strictly enforced! Any situations arising at the field MUST be reported immediately to the Director of Competitive Operations.
Club players must at all times conduct themselves in accordance with FIFA laws as well as the KDSC Code of Conduct and Fair Play Policy.
Game officials are instructed to approach the Head Coach when they feel that fans are not conducting themselves in a proper manner. It is then the Head Coach’s responsibility to ask that the fans to behave properly or leave the field. If the behaviour does not improve the game official may stop or cancel the game.
Competitive coaches and clubs may be held accountable and fined for the inappropriate conduct of their fans. You are responsible for payment of said fine if it involves an incident with your team. The Club will not cover the fine. Make every effort to inform your parents that unruly or abusive conduct WILL NOT BE TOLERATED.
Players, Coaches and team officials are responsible for payments of all fines. If a player does not pay their fine(s), the team then incurs responsibility for payment. Monies from fines paid by the team for an individual player will be paid back to the team funds by the player/ parents. Until payment is received, players will not be allowed to continue playing or to join another club.
Dates for disciplinary action are published by each league.
Open tryout dates for the fall will be scheduled by the Director of Competitive Operations and Club Head Coach for September/October of that year. These tryouts will be run by the Club Head coach and his/her assistants. Specific times, dates and locations will be posted on the Club web site. ALL players interested in trying out for a Competitive team the next season must attend tryouts in the fall (September/October). There will be a minimum 3 and a maximum of 5 fall tryout dates per team. Selected coaches shall be present in order to ascertain the skills of players.
The preference is a minimum of 18 players for Competitive U12 to U18 (boys and girls). The club will not register any team with less than 14 players.
Any exceptions to the above guidelines must be submitted in writing to the Club for review. ALL EXECEPTIONS MUST BE APPROVED IN WRITING BY THE CLUB. Any exceptions that are approved will be valid only for the current season.
All teams shall wear their home (or primary) team colors as registered with their league and sanctioned by the Club. The home team will change into their alternate jersey only when directed by the official (referee) of the match due to a conflict in color.
NO Team sponsorship names are permitted on the supplied equipment.
The use of the Club logo is NOT permitted in any way unless with the written consent of the Board of Directors. More information on this can be found on the KDSC website.
The Director of Equipment will provide suggestions for all club apparel, including the club tracksuits.
All players new to the team must purchase a tracksuit at his or her additional cost. Tracksuits will be ordered through the Club’s designated supplier. Please be sure to have proper measurements taken before ordering to avoid problems and or delays. All coaches must only work with the Club in the event of a problem with the tracksuits. Please keep the Club advised of any problems with the purchase or ordering of tracksuits.
ABSOULUTLY NO ALTERING TO THE KDSC TRACKSUITS IS PERMITTED.
1. The Director of Competitive Operations must be informed immediately of any pending disciplinary case(s) against the coach, player or any other team official.
2. When any Club coach or any registered member of a team is asked to appear before any league, district or the OSA, they must have a Club representative present.
3. The player must pay any fine(s) levied against any team member (coaching staff or players). The Club shall not be responsible for any fines. The leagues will fine the club who in turn will request the coach to settle all accounts. In an effort to ensure that KDSC remains in good standing and holds all players, coaches and parents accountable, if a KDSC member is found guilty in any case(s), the team shall be fined an extra $50.00 by the KDSC on top of any other possible fines or suspensions levied from leagues or governing bodies.
4. If a player is suspended, the team is responsible for advising KDSC ensuring that this is noted within the league management software.
The Competitive philosophy priority is to focus on “player development”, and following the Learning To Train and Soccer For Life models set forth by OSA. The guidelines are set to ensure that as players improve and develop, they are continually evaluated and placed in an environment best suited to their abilities.
The Club Competitive Program will offer the option of fielding an alternate team per age group should the level of registrations warrant it. Teams will be decided by ability and numbers. The Club will set a registration cut-off date. On that date should there be insufficient registrations, the Club will decide that day to either a) fold that team for the season or b) look at merging two age groups to form a team. The Club decisions on this will be final. The Director of Competitive Operations, Club Head Coach and the Board of Directors will make the final recommendations as to how many teams will be in each division.
There are unlimited call-ups for a season. Call-ups may only be age appropriate or underage players. This structure will allow coaches the opportunity to encourage players to play with the top teams in each age group.
The most successful clubs are the ones who commit to player development. It has been well documented that players need to become competitive within the club before they can become competitive outside of the club. With this in mind, the Club will begin to continually assess player development through their Head Coaches, Director of Competitive Operations and Club Head Coach.
Players wishing to play Competitive soccer at KDSC must agree to the principles outlined in the Competitive Player Development philosophy. There must be a clear understanding with the player that they will be continually evaluated, and if their level of play does not meet the standards and another player becomes a more suitable candidate he/she will be asked to play for the team in order to further develop their skills.
Our Competitive policy clearly states that all players must be committed to the development of their skills and challenges of playing in an intensely competitive atmosphere. The Club goal is to have a program that challenges and develops each player’s skills to the highest levels possible in order to be challenged and improve skill development.
Exceptions will be considered for vacations, work schedules, etc., however, each player must make all attempts to be available. This is a commitment the Club expects to be taken very seriously in order for the program and each team to be successful in there endeavour to be competitive.
Players are required to participate in a minimum 50% of the tryouts offered for a team in the pre-season. Players who are not able to attend a minimum of 50% of the tryouts must present to the Club by mail, email or others means, a detailed reason why they will not be able to attend the minimum number of tryouts for that team. Examples that the Club will consider are planned family trips, work or school activities. The Club has final say in whether players will be granted exemptions.
Players must attend a minimum of 2 training sessions a week, though the coach may impose more or less, and one game per week during the soccer season. The minimum number of tournaments and friendlies are designated by the Team’s Officials. Parents should consider this prior to registering their children for the program. Players identified by the coaches to the Director of Competitive Operations and the Club, who are not following this regiment face the chance of being removed from the team and forfeiting their registration fees. The Director of Competitive Operations and the Club, with a recommendation from the Team Officials, will make the decision if a player should be removed from the team.
Each year, all Competitive Head Coach candidates will be interviewed by the Director of Competitive Operations, Club Head Coach and the Competitive Committee, which cannot include a member of the KDSC Board of Directors. Recommendations will be passed on to the Club for final approval. Selected candidates must sign an acknowledgement stating that they agree with the KDSC Competitive Philosophy, Competitive Protocol and Guidelines and will commit to its implementation. The Head Coach can select his/her own staff (Team Officials), but they must be approved by Club. The Head Coach will be responsible for ensuring that his or her staff has a clear understanding of the Competitive Player Development Policy. As we expect our players to understand and support the KDSC Competitive philosophy, we will also expect that the appointed Head Coaches and their staff understand and support the Competitive Philosophy and the Competitive Policy Manual.
3.0 PLAYER REGISTRATION
Requirements for registering players can change at any time by the league. Updates will be published, so coaches need to check on the latest registration requirements based on the league policies. KDSC is affiliated with the Eastern Ontario District Soccer League (EODSA), the Eastern Region Soccer League (ERSL) and the Goulbourne Lanark Soccer League (GLSL). The majority of Club teams are affiliated with the EODSA. Every Competitive team is assigned an OSA number. Each Competitive team will play in a registered league which will also have an OSA number. Every player regardless of being Competitive or recreational is assigned an OSA number.
The Registrar is responsible for registering teams with the designated league and registering players with OSA. The Team Officials are responsible for registering players with the league.
All Competitive players must have an EODSA Player Card. All Head Coaches must ensure that all players cards are valid for the upcoming season, they are not expired or are about to expire during the season. Any player with an expired card during the season will not be permitted to play by the game officials. It is important to note that the EODSA has limited office coverage during the season so it is recommended that the Team Head Coach review the cards prior to the season to ensure players are permitted to play. This is a team responsibility. The Club WILL NOT make any special arrangements to expedite expired cards on behalf of teams.
Cards are the property of each player. While it is common practice for the coach to hold on to the cards during the season, the coach must return the player’s card upon request or at the end of the season.
No Competitive player can be transferred to House League after June 15th.
A House League player may be transferred permanently to a Competitive team, but they must have participated in the minimum number of tryouts, and the transfer must be approved by the Board of Directors. A House League player that has been transferred to a Competitive team cannot be transferred back to House League without the player or player’s parents/guardian asking for the transfer, and without Board of Director approval.
A House League player must have a player card to be eligible as a Play-up Player (PuP), but will still remain part of the House League team.
A coach seeking to borrow a player must first gain approval from the player’s Head Coach before approaching the player. The borrower must inform the Director of Competitive Operations. A player must bring their card to the game. Ensure the Player(s) card is returned at the end of the game.
The Borrower, after getting approval from the player’s coach and the player, must submit a PuP form a minimum of 12 hours prior to game time. The Club cannot guarantee approval less than 12 hours prior to game time. For information about how to submit a PuP, please contact the Club.
All teams must abide by the Club policies found on the website. Teams are not permitted to train on the game fields under any circumstance, unless an exception is granted by Club. KDSC has enough training fields available to accommodate the program.
All training field requests must be booked through the Director of Competitive Operations, who will work with the Club Field Scheduler. The requested field can only be used once it has been approved by the Director of Competitive Operations. An up-to-date field schedule can be found on the KDSC website.
Fields requested for friendly matches must be booked, and approved, by the Director of Competitive Operations. Game fields can be used for friendly matches, based on availability.
Only fields designated by the Club can be used for games and/or training sessions. Unauthorized field usage will result in a $100.00 fine to the Head Coach plus any additional fines that are levied against the club.
Teams entering tournaments or playing friendly games that are not within the district (EODSA) must obtain a travel permit. Travel permits can be processed online. Travel forms can be found on the OSA website. Teams attending a tournament or friendly outside of EODSA without District approval will be subject to fines and or suspensions. It is also likely that the team will not be covered by league insurance. As a result, all liabilities will be passed on to the Head Coach.
Guest coaches (coaches not registered with KDSC) must be approved by the Board of Directors before participating in any form of training with a KDSC team. Teams will be subject to a $25 fine for each session that an unauthorized coach is involved.
All teams registered to KDSC are considered an extension of the club, and therefore are subjugated to the Executive Boards decisions in accordance to club and Competitive policies and procedures in order to maintain proper conduct at all times.
Procedures
Team budgets will be submitted to KDSC and team parents by May, 15th.
- Each team will create and submit a team budget of money(s) and expenditures proposed for the year. This will be presented to the parents before the first official practice.
- Players on the team roster depending on the coach’s decision could be charged enough to pay for tournament fees, practice equipment, extra team uniforms if required etc.
- At the beginning of the season parents will receive the team’s policy regarding fundraising. Teams are not to carryover funds if any in that seasons budget.
- After the team has been finalized, the Head Coach is responsible for appointing a team manager to oversee the team’s finances.
- Teams are not permitted to approach club sponsors. If a team is approached by a club sponsor, they must advise the Board of Directors, who will approve if the team can use this sponsor.
- Teams must give a mid-season update of their team’s finances to the parents.
- Any equipment purchased through the team funds stays as property of the team. Should the team fold, the equipment should be sold and the residual funds distributed evenly amongst the former players.
- No player should be denied the opportunity to play for a competitive team due to financial restraint. The Club will review and approve all requests for financial reprieve on a case-by-case basis. Please contact the President for more information.
Important Policies
- KDSC Board Members are not permitted to become Team Managers. While we do not prohibit Board Members to be Competitive Coaches that would be the preference.
- The Director of Competitive Operations can be a Team Official.
- Team officials must show financial team budget twice a year.
The KDSC website is an important and vital source of information for Coaches as well as parents and players. The KDSC will attempt to keep the website current and updated regularly. Please feel free to contact us with any concerns.
| March 1st |
A starting line-up, which is 11 players, must be submitted to the club |
| April 4th |
The final team roster must be submitted to the club |
| April 30th |
Police Checks for all team officials must be submitted to the club |
| May 15th |
Team budgets must be submitted to the club |
| June 15th |
Cut off for competitive players transferring to House League |
| September 30th |
Final Financial statement, including all expenditures and the distribution of monies, submitted to the club |
| September and October |
Competitive Fall Tryouts and Evaluations |
Dates not included in this table can be found on the KDSC website.
KDSC players are covered by the OSA insurance for registered players ONLY. Any players wishing to tryout or practise with the KDSC teams must first register with KDSC.
The OSA’s insurance will take place on the day that the completed registrations are accepted to the District Office. All forms must be completed to the satisfaction of the Club Registrar. Incorrect data will void insurance coverage. Coverage will only be valid till May 31st of the following year.
Coverage will include players listed for the outdoor season. In the case of an accident, forms are available from the Kemptville District Soccer Club. Players must submit all insurance claims directly to the EODSA office and copy KDSC .
Dental claims are NOT eligible unless the player wears a protective mouth guard. Teams are recommended to purchase additional insurance when traveling out of province or out of country.
6.1 Coaches Code of Conduct
As a Coach, I will be a leader and a role model for my team. Set good examples for my coaching staff, players, parents, game officials and carry myself with the up most respect as I represent the Kemptville District Soccer Club.
- Respect the laws of the game.
- Maintain dignity in all circumstances and exercise self-control.
- Make wise use of your authority and decisions in the best interest of the team and players.
- Ensure that each player is treated with dignity and respect at all times.
- Always foster positive feedback to players and respect each player’s ability.
- Encourage the spirit of competition and set these values for your players.
- Play to have fun, however develop every player to the highest level and winning will find its place.
- Communicate your coaching philosophy and plans, your expectations of players and parents.
- Be on time and prepared for practices and games.
- Make every effort to upgrade coaching skills and knowledge of the game of soccer.
6.2 Players Code of Conduct
Player should recognize that they are part of a team; they share in its successes and failures of the team. Fair play and co-operation is to be encouraged at all times.
- Respect the laws of the game.
- Respect team officials, team mates, game officials and opponents.
- Play fair and play with passion!
- Always show good sportsmanship in winning and accept defeat with dignity.
- Always be willing to learn from your coach and push yourself and strive to be the best.
- Promote the interests of soccer.
- Reject corruption, violence, alcohol & drugs.
- Help others to resist tempting pressures.
- Speak out to those who attempt to discredit the sport of soccer.
- Attend all practices and games with enthusiasm and a willingness to learn.
Parents are encouraged to participate as supporters. Positive support of the players and coaches is welcomed and appreciated.
- Respect the laws of the game.
- Encourage and support your child’s play on the field.
- Respect and accept the game official’s decision.
- Support the coaching staff and the team philosophy.
- Accept the rules, policies and procedures of the team and the KDSC.
- Discuss concerns regarding your child:
- Never before, during or directly after the game.
- Respecting the 24 hour cool down period.
- With the team liaison.
- With the coach.
- Never interfere with the duties and responsibilities of the coach or team officials.
- Never coach from the sideline, always offer encouragement.
- Never act in any manner which may damage the reputation of the team or the KDSC.
- Never engage in any kind of unsportsmanlike conduct with any official, coach, player or parent.
- Ensure that you stay at the fields during training/practices. No dropping off of your children to run errands etc.
The role of the parent is an important one in the lives of all young athletes. At practices we ask all parents to please respect the players training and stay a good distance from the fields during all training sessions. If parents and family are planning on attending the games we look forward to having you applauding and encouraging the players. We do hope, however, that parents and family remember that there is to be NO COACHING BY PARENTS FROM THE SIDELINES during games or practices. This is a time for both the coach and the team to be focused on the task at hand. Let us all remember that we are all human and make mistakes. Please refrain from making any rude or abusive remarks towards the referee. The Kemptville District Soccer Club WILL ABSOULUTLY NOT TOLERATE ANY VERBAL ABUSE UNDER ANY CIRCUMSTANCE to any player either from KDSC or an opponent. Please remember these are children trying their absolute best and only need encouragement and support from adults. KDSC believes in its athletes and our parent base is second to none and we would like to applaud you for following and abiding by the Competitive Policies and Guidelines outlined in this manual.
This is a summary of specific fines that may be levied against a member of the club for not adhering to the bylaws described in this document. Other fines may be levied that outside of the scope of this document.
Unless otherwise stated, all fines will be levied against the head coach.
| Description of Misconduct |
Fine |
| Coaches (or a registered team official, at a minimum) did not attend all Club coach’s clinics and meetings. |
$50 |
| If a KDSC member is found guilty in any disciplinary case(s), the team shall be fined by KDSC on top of any other possible fines or suspensions levied from leagues or governing bodies. |
$100.00, plus any additional fines that are levied against the club. |
| Unauthorized field usage, as determined by the club. |
$50 |
| Unauthorized coaches participating in any capacity with a team without approval by the Board of Directors. |
$25 per violation (each practice, game, event and so on). |
Note: An unauthorized coach is considered someone who is not known to the club and/or has not been given permission to coach at KDSC.
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