NYSWCAA Field Hockey Policies and Procedures

I. Membership
All varsity head coaches of Field Hockey are automatic members as soon as the institution declares Field Hockey as a varsity sport and pays the membership dues.

II. Meeting and Voting
A.		Provisions and Meetings:
	1.	At least one annual meeting shall be called each year.
	2.	Additional meetings may be called at the discretion of the chairperson or at the written request of 20% of the membership.
	3.	Notification of any meetings shall be made to the membership:
		a.	At least 30 days prior to the meeting date.
		b.	Again one week prior to the meeting.
	4.	Meetings shall be conducted according to Robert's Rules of Order Newly Revised.
B.		Voting
	1.	Quorum-20%.
		a.	Each representative to the Committee shall have one vote.
		b.	Assistant coaches from member institutions may attend and participate in meetings as non-voting members.
	2.	A proxy vote shall be allowed if:
		a.	It is written proxy, signed by the absent committee representative and presented at the time it is called.
		b.	It is held by the person designated in writing. A committee representative may not hold more than one proxy.
	3.	Business may be conducted by mail vote when deemed necessary by the Steering Committee. A decision is carried by ballots returned by a majority of the membership.

III. Purposes and Responsibilities
A.		The purpose of the Committee shall be to conduct the business of field hockey in the NYSWCAA.
B.		The Committee is responsible to:
	1.	Provide opportunities for women's varsity competition in field hockey on the state level.
	2.	Provide opportunities for college women to develop a higher level of personal skill in field hockey through competition, clinics, and workshops.
	3.	Develop a working relationship with other existing organizations dealing with field hockey.
C.		Each coach is responsible to:
	1.	Contribute to the functioning of the Committee.
	2.	Aid in the promotion of the purposes of the Committee.
	3.	Remain informed of the accomplishments of the Committee.
	4.	Attend all meetings scheduled for the Committee, whenever possible.
	5.	Notify chairpersons of inability to attend meetings and specify proxy.
	6.	Carry out the policies and procedures of the NYSWCAA when participating in competition.
	7.	Submit current season's results and out-of-state opponents' current win-loss record to the Selection and Seeding Committee by the designated deadline regardless of intent to participate.

IV. Officers
A.		The Elected officers of this Committee shall be Chairperson, Secretary/Treasurer, 2 Representatives-at-large, and Sports Information Director.
	1.	Elections and terms of offices.
		a.	The chairperson and representative-at-large shall be elected for a two-year term in the spring of odd years.
		b.	The secretary/treasurer and sports information director shall be elected for a two-year term in the spring of even years.
		c.	Vacancies shall be filled by appointment by the Chairperson.
	2.	Duties
		a.	Chairperson:
			1.	Preside at all meetings of the Field Hockey Committee.
			2.	Preside at all meetings of the Steering Committee of the Field Hockey Committee.
			3.	Maintain an accurate file of all business of the committee and pass this file on to the newly elected chairperson.
			4.	Perform all duties and functions as included in the NYSWCAA Policies and Procedures.
		b.	Secretary/Treasurer:
			1.	Maintain an accurate file of all business of the committee and to pass this file on to the newly elected secretary/treasurer.
			2.	Act as secretary of the Steering Committee.
			3.	Contract championship officials as specified in VIII I 2.
			4.	Perform all duties and functions as included in the NYSWCAA Policies and Procedures.
		c.	Representatives-At-Large:
			1.	Act as liaison between the membership and the Steering Committee.
			2.	Serve as chairperson of the in-season grievance/protest committee.
			3.	Conduct selection of "Coach-of-the-Year."
		d.	Sports Information Director:
			1.	Act as a liaison between the Field Hockey Committee and the mass media.
			2.	Act as a liaison between the Field Hockey Committee and the NYSWCAA Public Relations Director.
			3.	Distribute all pertinent field hockey information to the Field Hockey Committee.
			4.	Attend all special functions of the Field Hockey Committee.
B.		The appointed positions of this committee shall be the Championship Director, Championship Committee, Championship Selection and Seeding Committee, and any others deemed necessary.

V. Steering Committee
A.		The purposes of the Steering Committee shall be to:
	1.	Coordinate business of the Field Hockey Committee that does not need to be presented to entire representative body for discussion or vote.
	2.	Serve as championship selection and seeding committee(s).
	3.	Appoint any committees or conduct any business deemed necessary by the chairperson.
	4.	Serve on the grievance/protest committee during dual competition.
B.		Membership
	1.	Chairperson
	2.	Secretary/Treasurer
	3.	Representative-At-Large
	4.	Sports Information Director
	5.	Championship Director shall be an ex-officio member
	6.	One member appointed by Chair as deemed necessary for seeding and selection only.
	7.	Sport Coordinator I shall be an ex-officio member.
C.		Voting
	1.	All Steering Committee members shall have one vote.
	2.	A proxy vote will not be allowed.
	3 .	A quorum must be present in order that business be conducted. A quorum shall be 50% + 1.
D.		Meetings
	1.	The Steering Committee shall meet prior to the annual committee meeting.
	2.	Notification of the meeting and the agenda shall be made at least two weeks prior to any meeting.
	3.	Committee shall meet any other time deemed necessary by the Chairperson.

VI. Protest and Grievance Committee
A.		The committee shall include the Steering Committee, with the Representative-at-Large as Chairperson. If one of the committee members is involved in question, he/she will step down.
B.		Claims of protest or grievance can only be made when the rules of the game or the Policies and Procedures have not been properly carried out. Matters of interpretation cannot be protested.
C.		On matters concerning the proper administration of the FIH Rules with NCAA modifications, the USFHA National Officials Chairperson or Rules Interpreter shall be consulted by the committee to determine whether a claim is protestable or not.
D.		Proper procedures for filing a protest or grievance are:
	1.	The protesting coach will inform the referee and the opposing coach at that point in the game immediately following the situation protested.
	2.	The time, score and situation will be identified in the scorebook, by an official or both coaches, as soon as the protest is announced to the officials and opposing coach.
	3.	A subsequent protest in the same game will be required to be announced and recorded, using the same procedures described above for each specific point of protest.
	4.	The protesting coach is required to notify the Chairperson in person or by phone of intent to protest within 48 hours of contest unless extenuating circumstances; such as vacations.
	5 .	The protesting coach is required to file a written protest, giving specific details of the situation, time and score to the Chairperson within 72 hours (postmarked) of contest.
	6.	The protest will require the signatures of the coach, Women's Athletic Director, and NYSWCAA representative.
	7.	Copies of the protest must be sent to the NYSWCAA representative of the opposing institution postmarked within 72 hours of contest.
	8.	The burden of evidence will lie with the person filing the protest.
	9.	The Protest and Grievance Committee shall meet and/or make a decision within two weeks and not later than selection and seeding meeting.
E.		The possible Protest and Grievance Committee decisions are:
	1.	To deny the protest.
	2.	To uphold the protest and direct that the game be replayed from the point of question.
	3.	To uphold the protest and direct that the game be replayed in its entirety.
	4.	Deny the protest but recommend some further action by the Committee.
	5.	To uphold the protest and recommend some further action to the Committee.
F.		On matters concerning "no contest" or forfeits, a contracted game will be considered:
	1.	No contest-if a team disbands before their competitive season begins.
	2.	Forfeit-if a team ends their season after participating in at least one official contest.
	3.	Forfeit-if a contract is not honored by an existing team unless mutually agreed upon by the two coaches involved.
	4.	Forfeit-if an official game cannot be completed due to extenuating circumstances. The team at fault shall receive the forfeit.

VII. Dual Competition
A.		Contracts
	1.	Coaches should receive a copy of the contract for their files and reference.
B.		Facilities, Equipment, and Uniforms
	1.	Visible timing/scoring devices are highly recommended.
	2.	Uniform Regulations
		a.	Light colored tops and socks designate Home Team.
		b.	Dark colored tops and socks designate Away Team.
	3.	Sports Medicine Provision (strong recommendations).
		a.	The sports medicine facilities available at the site of dual competition must be included in the game contracts.
		b.	Ice should be made available to the visiting team.
		c.	A taping area should be made available to the visiting team.
		d.	Someone qualified in emergency first aid should be made available at the site of the contest.
		e.	The Home team should be very familiar with emergency procedures should their need arise.
	4.	Two ball people for a contest are recommended.
C.		Other
	1.	Completed Game For the purpose of counting games for selection to the state and national championships and national polls, only regulation games of two periods of 35 minutes each will be considered. During the regular season, tied games shall be played off using the current NCAA regulations.
	2.	Breach of Contract If a team is not ready to play within 15 minutes after the scheduled starting time for the game, whether or not the game will be played shall be left to the discretion of the home team.
	3.	Ineligible Players An ineligible player may not participate in a scrimmage or exhibition game.
D.		Officials-none
E.		All-State Player Selection
	1.	There will be three all-state teams selected.
	2.	Eleven players will be selected to each team: 10 field players and 1 goalkeeper.
	3.	Nominations will solicited by the Sports Information Director in mid-October.
	4.	Final balloting where coaches cannot vote for their respective players will be weighted.
	5.	Selections will be listed alphabetically and announced promptly.
	6.	Awards of certificates will be made in November.

VIII. State Championship
A.		Championship Committee:
	1.	The Championship Committee shall conduct the business of the annual NYSWCAA Field Hockey Championships.
	2.	The Championship Committee shall consist of:
		a.	Championship directors/hostesses of championship appointed (not necessarily an active coach).
		b.	Any other members deemed necessary by the chairperson.
	3.	Duties of the Championship Committee:
		a.	Organize and conduct the Championship.
		b.	Act as review committee to handle any violations or minor grievances regarding the Championship.
		c.	Submit a detailed report of the Championships to the Field Hockey Committee.
B.		Championship Structure
		There will be a 4 team tournament. Championship weekend (semi finals and finals) will be on a Saturday and Sunday. (4 team) Division III State Championship to comply with the following guidelines.
	1.	Participation will be four teams.
	2.	Maximum participation will be four teams.
	3.	The highest remaining seed will have the first option to host the Championship
C.		Selection and Seeding
	1.	Procedure
		a.	Selection will be based on the following criteria (listed in no order of ranking)
		1. win-loss record of current season 2. strength of schedule 3. head to head competition 4. results against common opponents 5. only count NCAA Division III games in the calculations for the tournament seeding.
		b.	The method of breaking ties will be based on the current FIH Rules with NCAA modifications.
		c.	A minimum number of ten NCAA Division III varsity contests must be played prior to the selection and seeding committee meeting in order to be eligible for selection to the NYSWCAA Championship. Exception will be allowed for those games scheduled but postponed or canceled due to weather or other unforeseen circumstances.
		d.	A minimum number of five games against NYSWCAA members must be scheduled and played before the seeding and selection committee meeting (effective Fall 1991).
		e.	All member institutions are required to submit current season's record-to-date and out-of-state opponents' current win-loss records to the selection and seeding committee regardless of intent to participate.
		f.	In order to qualify for tournaments, teams need to be within 3 games of .500 i.e. 7-10 or 6-9.
		g.	Each coach/athletic director applying for a championship seed is responsible for notifying the Selection and Seeding Committee prior to start of the scheduled seeding meeting if they intend to withdraw their team from the championship. Failure to withdraw at this time will result in the loss of championship eligibility for the following year and forfeiture of entry fee.
	3.	Notification of Teams
		Immediately following the conference call, all teams applying for the Championship will be notified of the outcome of the selection and seeding committee's deliberations. Members of the committee will share this responsibility.
D.		Entry Fees
	1.	The maximum entry fee will be recommended by the Sport Committee and approved by the Executive Council. Refer to the Championship Dates section in the NYSWCAA Handbook.
	2.	Established by Steering Committee upon recommendations of Championship Committee.
	3.	Deadlines are established by the Championship Committee, contingent on selection to participate.
	4.	Money would be refunded upon agreement of the Championship Committee.
	5.	For first round games: the home school will pay the cost of the officials, while the visiting school will pay for own travel expenses.
E.		Championship Timetable:
	1.	The State Championship semi-finals and finals will be held one week prior to the NCAA Division III Regional Championship (i.e., 4th weekend before Thanksgiving including preceding Wednesday.) The first round games will be held on Wednesday, with Thursday reserved for the rain date at the higher seed with a neutral site used only as a back-up. If a Friday game is needed, it should be played at the championship site.
	2.	Intent to participate by mid. September.
	3.	The selection and seeding committee/conference call will occur the Sunday evening prior to the start of the Championship. Coaches of all applying institutions to the Championship will be notified that evening by phone of the committee's decision.
	6.	Final four coaches' and officials' meeting will occur two hours before the first contest on Saturday.
	7.	Second round games will be on Saturday. Recommended game times for Saturday are 11:00 a.m. and 1:30 p.m.-except at sites that have artificial lighting.
	8.	Rain date for championship final only is Monday at the championship site. In the event the rain date is used, the consolation game will be canceled.
	9..	Presentation of awards ceremony following the final game.
F.		Regulations
	1.	Current ECAC championship regulations will govern roster size (no limitation)
	2.	Fax your Score Reporting form to the Seeding and Selection Committee 10 days before the call.
	3.	E-mail and/or fax your roster, publicity & program information, team picture and score reporting form to the Sports Information Director (SID) at the Host Institution.
	3.	Any regulations established by the Championship Committee are binding for the Championship.
G.		Rules
	1.	Official/experimental FIH Rules with NCAA modifications will be followed throughout the entire session, including championship play.
	2.	The method of breaking ties will be used on the current FIH Rules with NCAA modifications procedure.
H.		Awards other than first place:
	1.	Trophies are awarded as follows:

		Eight team tournament-first and second only.
	2.	Individual T-shirts are awarded to all members of the first place team in Championships.
	3.	Individual certificates will be awarded to 11 All-Championship Team including 1 MVP chosen by participating coaches when the first-place team names four (4) players including designating one (1) as MVP, second-place names three (3), and third- and fourth-place teams each name two (2) players.
I.		Officials
	1.	The Sports Committee, at its annual fall meeting, will determine the officials and alternates for the upcoming championship.
	2.	The Secretary/Treasurer, immediately following the fall meeting, will contact and then contract those selected, including an alternate for the opening round and semi-final and final weekend.
	3.	The Championship Director will finalize officials' assignments immediately following the selection and seeding conference call and notify the officials and coaches of assignments for the opening rounds.
	4.	The Championship Director will determine the officials for the consolation and championship finals upon receipt of officials' evaluations by the participating coaches and considering travel distance of officials.
	5.	The Championship Director will appoint one official to disseminate interpretations and modifications or answer questions at the coaches/officials meeting.
	6.	A Table Official is no longer required
J.		Protests
	1.	Protests must be given in writing to the Championship Director within one hour (or other said reasonable time established by the Director) to be handled by the protest committee as expediently as possible.
	2.	The Championship Committee will serve as the protest/grievance committee.
	3.	If the protest involves any member of the committee, he/she shall step down.
K.		The Championship Directors must mail a copy of the final championship results to:
	1	Field Hockey Sport Committee members.
	2.	Executive Council of NYSWCAA.
	3.	Executive Director of NYSWCAA.

NYSWCAA Field Hockey Committee Policies and Procedures

NYSWCAA

Field Hockey Committee
Policies and Procedures