NYSWCAA Lacrosse Policies and Procedures

I. Membership

All varsity coaches of lacrosse are automatic members as soon as their institution declares lacrosse as a varsity sport. Assistant varsity coaches or coaches of non-varsity teams may attend meetings as non-voting members.

II. Meeting and Voting

A. 1. a. At any Sport committee meeting, each active member of a Sport committee shall be entitled to discuss, make motions, and vote on matters pertaining to the specific sport. Assistant coaches or coaches of junior varsity teams attending Sport Committee meetings may speak on items and issues, and may serve on committees in that sport. They may not, however, make motions or vote. The chairperson shall vote in all matters.

b. Each Sport Committee shall meet whenever the Sport Chairperson determines the necessity for such meetings. However, each Sport Committee shall meet at least once each calendar year.

2. a. All meetings shall be conducted under Robert's Rules of Order, Newly Revised.

B. Voting

1. a. A quorum shall be defined as 40% plus 1 of the eligible voting membership. Any fraction shall be carried to the next number.

b. A simple majority of the eligible members present shall carry any motion made on committee business requiring a vote.

2. Proxy votes

a. A written proxy vote will be recognized. The proxy may be held by another coach or another representative of the institution. An individual will hold no more than one proxy vote.

1. A coach sending a proxy must notify chairperson in writing before meeting.

2. A voting member may delegate authority to a proxy with verbal consent of the chairperson, if it is necessary for a member to leave during the meeting.

3. Mail votes

a. A mail vote may be used to determine any committee business at the discretion of the Steering Committee.

III. Purposes and Responsibilities

A. Purpose

1. Conduct the business of the committee in NYSWCAA.

B. Committee responsibility

1. Provide opportunities for women's varsity competition in the sport at the state level.

2. Provide opportunities for college women in the state to develop a high level of personal skill through clinics and workshops.

3. Promote the sport throughout the state encouraging others to become involved.

4. Develop a working relationship with other existing organizations dealing with Lacrosse.

C. Coach's responsibility

Each coach is responsible to

1. Contribute as functioning member of the Committee.

2. Aid in the promotion of Committee activities.

3. Be informed about the sport in terms of techniques of play and officiating.

4. Abide by the policies and procedures of NYSWCAA when competing.

IV. Officers

A. Nominating Committee ñ none.

B. Elected Officers

The Lacrosse Sport Committee shall elect a Sport Chairperson, a Secretary, 2 Representatives-at-Large, and a Sports Information Director.

1. The duties of the Sport Chairperson shall be:

a. To provide leadership and direction for the particular sport.

b. To submit notification of meeting dates and agendas to members of the Sport Committee.

c. To preside at all meetings of the Sport Committee.

d. To submit to the Coordinator of Sports Chairperson two weeks prior to the Spring Executive Council Meeting an updated copy of the Sport Committee Operating Code with any and all changes as it should be published in the Handbook.

e. To inform the Executive Council, through the Coordinator by the Executive Council.

f. To submit, at the completion of each college year, and in cooperation with the Secretary, a report of the Sport Committee activities during the year.

g. Appoint all committees to deal with special problems of the Sport Committee.

h. To maintain an accurate file of all business of the Committee and to pass the file to the newly elected chairperson.

2. The duties of the Secretary/Treasurer shall be:

a. To record and distribute minutes of the Sport committee meeting to the Sport Committee members, Voting Representatives, of that particular sport, Executive Council and Archivist within 3 weeks of the meeting.

b. To notify each member one month in advance of meetings of the Sport Committee.

c. Maintain an accurate file of all business and to pass the file to the next secretary.

3. Duties of the Representatives-at-Large shall be:

a. Act as liaison between the Membership and the Steering Committee.

b. Serve on the Selection and Seeding Committee.

c. Serve as Chairperson of the in-season protest/grievance committee.

d. Direct the Coach-of-the-Year selection process.

4. Duties of the Sports Information Director shall be:

a. Serve as a member of the Steering Committee.

b. Collect schedules from and distribute to the membership a master schedule, preferable at the January Annual meeting.

c. Coordinate the All-State Selection process.

d. Volunteer to serve on the Brine/IWLCA All-Regional Selection Committee.

D. Appointed Officers-None

V. Steering Committee

A. Purpose-The Steering Committee shall have the power to conduct the business of the Lacrosse Sport Committee. They may use a mail ballot when a decision of the entire Lacrosse Committee is necessary.

B. Membership and Term of Office

1. Sport Chairperson - 2 years elected in the odd year.

2. Secretary - two years elected in the even year.

3. Representative-at-Large - 2 years, elected in the even year.

4. Sports Information Director.

5. Present Championship Director or Host Institution Head Coach ñ one year.

6. Sport Coordinator I will serve ex-officio on selection and seeding committee conference call.

C. Duties of Members

1. The Steering Committee will report on all business conducted at the annual meeting.

2. The Steering Committee is responsible for State Championship, workshops, clinics, and the conduct of competition.

3. The Steering Committee will make recommendations to the Lacrosse Committee concerning policies and procedure changes.

4. The Steering Committee will select the site of State Championship and act as Championship Committee.

D. Voting

1. All Steering Committee members shall have one vote.

E. Meetings

1. A proxy vote will not be allowed.

2. All members must be present to conduct business.

VI. Protest and Grievance Committee

A. Membership

1. The committee shall include three members; the Representative-at-Large (who will chair the committee) and the Chairperson of the Central New York Board of Women's Lacrosse Officials, and one coach not involved in the protest. If the Representative-at-Large is involved in the protest, then the Secretary/Treasurer or, if necessary, the Sport Committee Chairperson, will take her position on the committee.

B. Procedure

1. Proper procedures for filing a protest or grievance are:

a. The protesting coach will inform the referee and the opposing coach at that point in the game immediately following the situation protested.

b. If a coach wishes to protest, she shall be allowed five minutes to do so. If a protest occurs, both coaches must provide their versions in writing, giving the situation and pertinent events.

c. 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.

d. 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.

e. The protesting coach is required to notify the Chairperson in person or by phone of intent to protest within 24 hours of contest unless extenuating circumstances; such as vacations.

f. The protesting coach is required to file a written protest, giving specific details of the situation, time and score to the Chairperson within 24 hours (postmarked) of contest.

g. The protest will require the signatures of the coach, Women's Athletic Director, and NYSWCAA representative.

h. Copies of the protest must be sent to the NYSWCAA representative of the opposing institution postmarked within 24 hours of contest.

i. The burden of evidence will lie with the person filing the protest.

j. The Protest Grievance Committee shall meet and/or make a decision within 5 days and not later than selection and seeding meeting.

C. Other

1. 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.

2. The possible Protest and Grievance Committee decisions are:

a. To deny the protest.

b. To uphold the protest and direct that the game be replayed from the point of question.

c. To uphold the protest and direct that the game be replayed in its entirety.

d. Deny the protest but recommend some further action by the Committee.

e. To uphold the protest and recommend some further action to the Committee.

VII. Seasonal Competition

A. Contracts

1. Each host school prior to the contest, through the means of a written contract, must indicate the availability and type of immediate first aid and training facilities. Each host school should send an informal contract to the visiting coach two weeks prior to each game stating the following information: Date and time of match(es), locker room location and availability of lockers, etc., field location, uniform and officials, in addition to the availability and type of immediate first aid and training facilities.

2. Light colored tops will designate the home team while colored tops will designate the visitors.

B. Policies

1. Current USWLA rules with current NCAA modifications shall apply to all competition.

2. Deviation from these rules requires that the school at fault notify the other school to determine whether game will be defaulted or played under existing conditions.

3. Unless otherwise agreed matches will be of regulation length.

4. The home team should provide scorers and timers for all home contests.

5. During all varsity games, before the Selection and Seeding Committee meeting, all the games shall be played out according to the current rules and procedures.

6. NYSWCAA lacrosse coaches MAY NOT provide ANY information about a NYSWCAA team to a coach outside the NYSWCAA for scouting purposes.

C. Officials

1. All officials will hold current USWLA ratings and be assigned by the local assigning board.

D. Results-None.

E. All-State Team

1. There will be three team players selected.

2. The All-State Team configuration will follow the procedure specified by the IWLCA

All-American Committee (for example: each team will consist of 7 attack, 7 defense, and 1 goalkeeper, and three at-large.)

3. Coaches may nominate their own players, but may not vote for their own players.

4. Certificates will be awarded to each individual selected after the final ballot.

VIII. State Championship

A. Championship Committee

1. Championship Committee-The State Championship Committee shall be composed of the members of the Steering Committee.

B. Structure

1. There will be a two-day State Tournament Championship with 4 teams held yearly during the week preceding and including the fifth weekend in April or the first weekend in May.

a. The highest seed that can host will host the tournament weekend.

b. The Championship will be open to colleges and universities with varsity teams who are Division III members in good standing of the NYSWCAA Lacrosse Committee.

2. Type of Championship-single elimination.

3. Number of teams 4 teams will be selected to play.

4. Requirements of Championship site-one official field available for play.

5. The semi finals will be played on a Saturday and the championship will be played on Sunday

C. Criteria for Selection

1. Qualifiers

a. Send "declaration of intent" by mid-season in order to participate..

b. Within 10 days of conference call - send NCAA Score Reporting Form to Seeding and Selection Committee.

2. Selection and Seeding Procedure

a. The Steering Committee will select and seed all teams. If a Steering Committee member is in a dual role (officer and championship director) another member will be appointed to the Seeding & Selection committee.

b. The meeting shall occur the Sunday prior the Championship.

c. Seeding for the Championship Tournament shall be based on the following criteria (not in rank order):

1. Current season’s win/loss record.

2. Strength of schedule (including: opponents records, wins over teams over .500, losses to teams below .500)

3. Head-to-head competition.

4. Results against common opponents.

d. The Selection and Seeding Committee will select and seed the appropriate number of teams (4) plus an alternate. If a selected team withdraws, the alternate team will have the opportunity to become seed #4 while the remaining teams will move up.

e. Tournament Format

1. Teams will be placed in the bracket so that:

1 vs.4

2 vs. 3

2. Semi-final and championship games will be held on Saturday and Sunday respectively at the host institution.

f. All interested schools will be contacted by the Selection and Seeding Committee by phone.

D. Entry Fee(s)

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. Fee will be returned if a school is not selected to participate.

3. The host school will provide each school with a bid form and a receipt for each check received.

E. Timetable/Deadlines

1. The entry fee must be sent as soon as possible.

2. Each Coach/Athletic Director applying for the Championship is responsible for notifying the Selection and Seeding Committee prior to the start of the scheduled seeding meeting if they intend to withdraw their team from the Championship. Failure to withdraw at this time, and a subsequent withdrawal after being selected will result in:

a. loss of championship consideration for the following year.

b. forfeiture of entry fee.

3. Your roster, team photo, program & publicity form and NCAA Score Reporting Form should be e-mailed or faxed to the host institution on the Monday morning following the Selection call.

F. Regulations

1. Rosters must meet the following criteria:

a. Rosters shall include player's name, number, class, hometown, uniform colors and name of coaches, managers, and trainers.

b. Team roster and travel squad size will be dictated by the NCAA limitations.

c. All players must be certified to meet eligibility standards by Director of Intercollegiate Athletics.

d. Deadline for roster changes-substitution may be made with written verification of eligibility until start of first match.

G. Rules

1. Current USWLA rules with current NCAA modifications shall be used.

2. Ground rules will be agreed upon during pre-championship coaches and officials meeting.

3. Use of experimental rules, if present, will be determined by Steering Committee prior to the start of the season.

4. Tie-breaking procedure-current USWLA rules applicable.

H. Awards

1. The first and second place team will receive an award ordered from NYSWCAA.

2. Each member of the first place team will receive an individual award.

3. The maximum number of individuals to receive awards on the 1st place team will be in accordance to NCAA roster/travel party size.

I. Officials

1 . A Table Official is not required

a. The field officials will hold a USWLA Local, District, or National rating.

2. Officials will be selected at the Sport Committee May meeting and contracted by the Secretary/Treasurer as soon as possible thereafter for the following yearís championship.

3. Assignment of officials will be made by Championship Committee after consultation with coaches involved.

J. Protests (Refer to VI. Protest and Grievance Committee)

1. The Championship committee will select a Protest Committee composed of two officials and one coach not involved in protests. For first-round games, such a committee should be determined.

2. Protests must be made on stated rules not on officials' judgment.

3. If a coach wishes to protest, he/she shall be allowed five minutes to do so. If a protest occurs, both coaches must provide their versions in writing, giving the situation and pertinent events.

4. If a game is played under protest, the Protest Committee must rule before final score can be reported as official.

K. Results must be submitted to the following:

1. Sport Committee members.

2. Executive Council.

3. Executive Director.

4. Archivist.

L. Financial Reports

1. A financial report must be turned in within two weeks of the Championship to:

a. NYSWCAA Treasurer.

b. Sport Coordinator I.

c. Lacrosse Chairperson.

d. Lacrosse Secretary.

e. NYSWCAA Executive Council.

f. NYSWCAA Executive Director.

NYSWCAA Lacrosse Committee Policies and Procedures

NYSWCAA

Lacrosse Committee
Policies and Procedures