NYSWCAA Soccer Policies and Procedures

I. Membership

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

II. Meeting and Voting

A. Provisions and Meetings

1. At least one meeting per year held.

2. Additional meetings can be called at the discretion of the chairperson.

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.

B. Voting

1. A quorum shall be defined as 20% of the voting membership. Any fraction of a number shall be carried to the next number.

2. Each member institution shall have one vote.

3. Assistant coaches, and/or coaches of junior varsity teams, may attend meetings, participate in discussions, and may serve on committees, but they may not make motions or vote on issues.

4. Motions shall be passed by a simple majority.

5. A proxy vote shall be allowed if:

a. It is a written proxy, signed by the absent committee representative and presented at the time it is called for.

b. It is held by a staff member so appointed by the member institution whose representative is absent or by another institution's representative on the committee. No committee representative shall hold more than one proxy.

6. Business may be conducted by mail vote when deemed necessary by the Steering Committee. A 50% return of ballots is necessary for a valid vote. A simple majority of the 50% shall determine the decision.

7. The Chairperson and Secretary/Treasurer shall be considered part of the quorum and shall vote on all issues.

III. Purposes and Responsibilities

A. The purpose of this committee shall be to encourage, advance, and contribute to the growth of competition in soccer for women in colleges and universities in the State of New York.

B. The committee's responsibility is:

1. To sponsor a championship annually.

2. To provide opportunities for athletes and coaches to develop greater knowledge and higher skill levels through sponsorship and promotion of contests, clinics, and workshops in the sport of soccer.

3. To develop a working relationship with other existing organizations dealing with soccer.

4. To encourage and promote participation of non-varsity programs in the Sport Committee and to disseminate written information to them.

C. Each coach is responsible to:

1. Attend all meetings whenever possible or notify the chairperson of your inability to attend a meeting and specify a proxy.

2. Contribute as a functioning member of the committee.

3. Promote the purposes of the committee and encourage others to join.

4. Carry out the policies and procedures of NYSWCAA when participating in dual competition.

5. To maintain a positive attitude of fairness and sportsmanship, and promote such attitudes among his/her players.

6. 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. Elected Officers

1. The Chairperson shall serve for two years, elected in the odd year.

2. The Secretary/Treasurer shall serve for two years, elected in the even year.

3. The Representatives-at-large shall serve for two years, one elected each year.

4. The Sports Information Director shall serve for two years, elected in the odd year.

5. Officers may succeed themselves for one term.

6. All officers shall have voting privileges.

B. Duties of Elected Officers

1. Duties of the Chairperson shall be to:

a. Secure site for championship.

b. Preside at all meetings of the committee for soccer.

c. Preside at all meetings for the Steering Committee.

d. Inform the Executive Council, through the Sport Coordinator II of the activities and programs of the Sport Committee.

e. Maintain an accurate file on all business of the committee and pass this file on to the newly elected chairperson.

f. Perform all duties and functions as included in the NYSWCAA Policies and Procedures.

g. Delegate responsibilities.

h. Submit an annual report including:

i. A strength rating number (1-5, 5 being the best) will be assigned to each opponent of the teams entering the tournament.

i. Policy and Procedure changes

ii. Election results and changes in personnel

iii. Championship results and reports

iv. Projects including clinics completed or in the planning stages.

v. Budget requests and reports

vi. Championship dates and sites for the following year.

vii. Meeting dates for the following year.

2. Duties of the Secretary/Treasurer

a. Record and distribute the minutes of the Sport Committee meetings to all member coaches and the Coordinator of Sport Chairpersons within two weeks of the meetings. Two copies should be sent to the elected officers and the State Championship Director.

b. Conduct the correspondence of the Sport Committee.

c. Keep an accurate record of the committee's financial transactions and to submit an annual treasurer's report to the chairperson of the committee for his/her year-end report and to the treasurer of the Executive Council.

d. Send the notification of committee meetings out to all coaches as per the designated time under Meeting and Voting provision section.

e. Act as secretary of the Steering Committee.

f. Maintain an accurate file of all business of the committee and pass this file on to the newly elected secretary/treasurer.

g. Assist the chairperson in the preparation of an itemized budget for the Soccer Committee.

h. Perform all duties and functions as included in the NYSWCAA Policies and Procedures.

3. Duties of the Representative-At-Large:

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

b. Serve on the Selection and Seeding committee. Each representative will be responsible for obtaining score reporting forms from members.

4. Duties of the Sports Information Director

a. Act as a liaison between the Soccer Committee and the mass media.

b. Act as a liaison between the Soccer Committee and the NYSWCAA Executive Director.

c. Distribute all pertinent information to the Soccer Committee.

d. Send all member coaches any rule changes published prior to September 1st.

e. Publish and distribute a bi-monthly newsletter listing team schedules and competition results.

C. Appointed Positions

1. The appointed positions shall consist of any committees deemed necessary.

2. A Protest/Grievance Committee of at least three (3) members shall be appointed for dual competition on a yearly basis.

D. Duties of Appointed Positions

1. Nominating Committee

a. Is appointed by the Steering Committee at the annual meeting.

b. Has the responsibility of presenting to the membership a slate of candidates for election to the offices of the Soccer Committee.

2. Protest/Grievance Committee

a. Protests/Grievances may only be lodged against an interpretation of a rule or enforcement of a rule. A protest against a judgment call is not a valid protest.

b. All protests/grievances must be filed with the Sports committee Chairperson and the Protest/Grievance Committee within 48 hours of the contest. It must be filed in triplicate.

c. A non-refundable $10.00 fee is assessed for each protest/grievance lodged. Fee must be paid by certified check or money order.

3. All-State Team Selection Coordinator

a. Sends out nomination forms to member institutions.

b. Develops an All-State ballot.

c. Selects All-State team from return ballots.

V. Steering Committee

A. The duties of the Steering Committee shall be to:

1. Appoint a Nominating Committee.

2. Handle and coordinate any business of the Soccer Committee that does not need to be presented to the entire representative body for discussion or vote.

3. They may conduct a mail ballot as per the section under Meetings and Voting; Voting Section 6.

4. Appoint any committee or conduct any business deemed necessary by the chairperson.

5. Prepare agendas for sport committee meetings.

6. Secure and review bids for championship sites and to recommend the site to the committee for selection.

7. Shall act as the Selection and Seeding Committee.

8. Shall meet at least once in addition to the annual Spring meeting.

9. Shall appoint a Protest/Grievance Committee.

B. The Steering Committee shall consist of:

1. Chairperson

2. Secretary/Treasurer

3. Sports Information Director

4. Two Representatives-at-Large

5. Championship Director (ex-officio member)

C. Terms of office shall be:

1. Chairperson-2 years

2. Secretary/Treasurer-2 years

3. At-Large-Representatives-elected by the Soccer Committeeó2 years.

4. Sports Information Directoró2 years.

D. Elections will occur in the following years:

ODD EVEN

Chairperson Secretary/Treasurer

1 Member-at-Large 2 Members-at-Large

Sports Information Director

E. 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% plus 1.

4. The Steering Committee shall have the power to conduct a mail ballot in matters where a decision of the Sport Committee is deemed necessary. A 50% return of ballots is necessary for a valid vote. A simple majority of the 50% shall determine the decision.

VI. Protest and Grievance Committee

A. The committee shall consist of three members to be appointed by the chairperson at the annual meeting. Should one of the committee members be involved in the protest, then they are to be replaced by the Chairperson.

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 or judgment cannot be protested.

C. 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 the referee or both coaches, as soon as the protest is announced to the referee and opposing coach.

3. A subsequent protest in the game will be required to be announced and recorded in the same manner 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 vacation.

5. The protesting coach is required to file a written report (in triplicate), giving specific details of the situation, time and score to the Chairperson of the Protest and Grievance Committee within 72 hours (postmarked) of contest.

6. The protest will require the signature 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 proof lies 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 meetings.

D. 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. Seasonal Competition

A. FIFA rules with modifications set by NCAA Women's Soccer Committee will govern championship play and are recommended for dual season competition.

B. It is required that three officials be used to officiate all contests between NYSWCAA members unless specified in the contract that two officials will be used.

C. Any student-athlete participating in NYSWCAA competition who receives a red card will be ineligible for the next scheduled competition.

D. All-State Player Selection

1. There will be one team consisting of 33 field players (9 defensive, 9 midfield, 9 forwards, 3 goalies, and 3 votes at coaches' discretion) selected from all NYSWCAA member institutions of any division.

2. The All-State Team and an "NYSWCAA Player-of-the-Year" will be voted by the coaches and receive a certificate.

3. Coaches will be sent nomination forms which must be returned to the selection coordinator by October 15th.

4. Voting ballots are due by November 4.

5. Announcement of the team will be made by November 21st.

E. Coach-of-the-year.

A listing of all soccer coaches will be distributed by the sports information director. Each coach is to rank their top three candidates with regard to the following criteria: win/loss percentage, congeniality, program development, sportsmanship, and overall program success. The All-State Coordinator will collect the ballots and announce the coach-of-the-year at the annual meeting in November.

VIII. State Championships

A. Championship Committee

1. The Championship Director shall be appointed by the host institution.

2. The Championship Committee will be chaired by the Championship Director.

3. Purpose of the Championship Committee is to organize and conduct the State Championship.

4. Appoints a Protest Committee.

5. Submit Championship results to S.I.D.

B. Championship Structure

1. A six-team satellite championship encompassing all schools regardless of division. The first two seeds will receive byes.

2. The Championship will be held at least one week prior to NCAA Division III National Championships.

3. The Championship dates will be:

a. Satellite round to be conducted on Tuesday, unless conflicting with a previously scheduled game, then the Wednesday before the Final Four weekend will be used. Start time for the satellite round will be no later than 2:00 p.m. unless mutually agreed upon by both participating Athletic Directors (i.e., artificial lighting).

b. Final Four dates will be Saturday and Sunday one week prior to NCAA Division III Championships. Game times will be 11am and 2pm on Saturday; 1pm on Sunday. The times may be altered if it is agreeable by participating teams.

c. Rain Date Policy: If semi-final games are canceeled on Saturday, the games will be played on Sunday and the two winners will be declared Co-Champions. If finals are are cancelled on Sunday, the two finalists will be declared Co-Champions.

d. The 1st Seed will host the final four. If the 1st Seed is unable to host, than the 2nd Seed will have that option.

C. Criteria for selection

1. Two-year college competition will not be counted.

2. Competition against club teams will be counted providing that the club team has listed soccer as a Sport on the NYSWCAA membership form.

3. At least five games of scheduled competition must be within the State of New York and be members of NYSWCAA.

4. Out-of-State competition against varsity teams in the U.S. at 4-year schools will be counted.

5. For competition between the same two institutions, only the first two contests between them will be counted.

7. All member institutions are required to submit current season's record-to-date and out-of-state opponents' current win-loss record to the Selection and Seeding Committee regardless of intent to participate.

8. Selection is done by using the following criteria:

a. Primary consideration will be given to the following criteria, but not in any order of priority:

i. Strength of schedule

ii. Win-loss percentage

iii. Results against teams considered for championship and selected to championship

iv. Results against teams considered for other post-season play

v. Head-to-head

vi. Results against common opponents

vii. "Bad" results

b. Secondary consideration will be given to the following criteria:

i. Momentum at end of season

c. The selection discussion will be focused on the overall "picture" of the season as indicated by evaluating the above criteria. Discussion should be objective and centered on results as opposed to subjective knowledge or observation. It is paramount that application of the criteria listed above be consistent.

9. Seeding for the tournament will be done by the Selection and Seeding Committee plus the Championship Director as ex-officio from the index derived on the Sunday of the week in which the tournament begins. If all five coaches involved in the tournament seeding call are up for a bid, the chairperson in conjunction with the sport coordinator have the ability to add a sixth coach, whose team is not up for consideration in hopes of ensuring a fair representation.

a. Seed the top four teams based on the previous index. These will be the first-round playing sites.

b. Teams 5-8 will be matched with one of the top four seeds based on the previous index (1 vs. 8, 2 vs. 7, 3 vs. 6, 4 vs. 5) unless those matchings force a long (greater than 200 miles one way) midweek trip. In that case, the committee shall consider geographic proximity in the final pairings.

10. Each Coach/Athletic Director applying for the Championship is responsible for notifying the Selection and Seeding Committee prior to the start of the scheduled selection 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 one year, and

b. forfeiture of entry fee.

D. Entry Fee

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 must be postmarked two weeks prior to championship.

3. Fee will be returned if not selected.

4. If a team withdraws from the Championship after being selected, its entry fee is forfeited.

5. Satellite Round: the home school will pay the cost of the officials, while the visiting school will pay for own travel expenses.

E. Championship Timetable

1. Set by Championship Director.

2. Deadline for entries to be postmarked two weeks prior to the Championship.

3. Last date to take scores to be considered for the Championship will be midnight the Saturday prior to the tournament. It is the responsibility of each coach to get the scores to the committee. If no score is received, the game will count as a "no contest." There shall be a phone available wherever the Selection Committee is meeting.

F. Regulations

1. Roster size shall not exceed 22.

G. Official Selection

1. On recommendation of the coaches.

2. Must be a collegiate official with a minimum of State rating.

3. A three-man system will be used for all championship play. Failure to comply will result in forfeiting hosting privileges.

H. NCAA Women's Soccer rules will govern State Championship play.

I. Awards

1. Team Awards

a. Eight-team Satellite Championship-first, second, and third place.

2. Individual Awards-for first place, one MVP and 11 All Championship team members.

3. First and second place trophies shall be provided by NYSWCAA.

4. T-shirts-Maximum number-24

J. Protest will be handled by the Championship Protest Committee

1. The Protest committee shall be selected by the Championship Director.

2. All protests must be made within one hour of completion of the game.

3. Protest Committee members should be in attendance at the State Championships.

K. Results must be submitted to the following:

1. Sport Committee members.

2. Executive Council.

3. Executive Director.

L. Financial Reports

Financial reports must be sent to the Soccer Committee Chairperson, the Sport Coordinator II, and the Executive Council by the Championship Director, within two weeks of the Championship.

NYSWCAA Soccer Committee Policies and Procedures

NYSWCAA

Soccer Committee
Policies and Procedures