Policies & Procedures

Transcription

1 Policies & Procedures MEMBERSHIP Membership - All head coaches and/or coaches who would like to attend conferences, register teams for competition series, enter candidates for All-State, or submit applicants for Scholarships must complete membership registration annually. Social Media - Only paid members will be allowed to posting access to WACPC social media. Newsletter - Only paid members will receive the ed WACPC newsletter. Distribution - Board members and paid members may request a copy of our current distribution list. The listing will include only s of members that approved distribution of their information while completing their annual membership registration. Board members are able to use the full member list for matters pertaining to WACPC business.the distribution list will not be given to non-members unless other contracts state differently. ETHICS Coaching ethics means conforming to professional standards or moral conduct. Cheer and Dance coaches have a tremendous influence in the education of an athlete. Never place the value of winning above the value of instilling the highest ideals of character. Coaches should consistently uphold the integrity of the profession, strive to set an example of the highest ethical and moral conduct. Coaches should have thorough knowledge of the safety rules. Competition administrators and judges shall have the respect and support of the coach. Public criticism of competing athletes, teams, coaches, competition administrators, or judges is unethical. Conduct that incites athletes or spectators against these personnel is unethical. Constructive criticism or concerns should be directed to the WACPC Board of Directors. Coaches shall actively use their influence to promote sportsmanship. While it is impossible for competition administrators or judges to monitor the ethical behavior of athletes, teams, or coaches, these rules exist on an honor system. Examples of unethical coaching may be, but are not limited to: Using choreography from a camp, youtube, or other video sources in its entirety or in large sections. Displaying poor sportsmanship during or after the competition or awards. Using ineligible athletes. Failure to show proper respect during National Anthem or Pledge of Allegiance. Using social media to publicly criticize or bully individual athlete's, entire teams, coaches, competition administrators, or judges.

2 Ethics complaints submission form is found on the WACPC website under the About WACPC tab and click on Ethics. RECOGNITION All State Submissions - Athletes of member coaches may submit an application along with a video for All State. Videos and applications must be ed by the indicated deadline to the listed on the form. No late submissions will be considered. Guidelines for what needs to be included in the submission are listed on the website under Recognition, then All State. Those selected as qualifiers will be notified prior to regionals, be announced at regional sites, and perform live at State. The All State team will be announced at the end of each of the award sessions. Coach of the Year Submission - Applications for nominees must be postmarked by December 1. Applications must be filled out completely following the instructions found on the form and on the website under Recognition, then Coach of the Year. Nominees not selected may be reconsidered for the following year if the nominator contacts the Coach of the Year chairperson. Scholarship Submissions - Application for scholarships must be postmarked by March 1. Applications must be filled out completely following the instructions found on the form and on the website under Recognition, then Scholarship. Recipients will be notified in May and must follow instructions on the notification letter in order to receive scholarship payment. BOARD OF DIRECTORS Election to the WACPC Board: At Large/District Rep Submissions - Paid members can submit their request to be an at large member or a district representative prior to the district meetings. These requests, found under Education, then District Meetings, need to be submitted to the secretary on the WACPC Candidate Information Form. Anyone who is on the ballot for election to district representative, and has not checked the consideration for at-large box on their form will not be considered for an at large position. A member can check both or just one of the District Rep and At Large boxes. Absentee Ballots Submission - Absentee ballots must be submitted to the district representative prior to the district meeting. Absentee ballots are only accepted from current paid members. Board Meeting and Committee Attendance - Board members must attend 75% of regular board meetings and 75% of committee meetings to avoid warnings and/or removal from the Board. Non-board member committee members must attend 75% of committee meetings to

3 avoid warnings and/or removal from their assigned committee. Exceptions may be made for reasons of extended illness or injury, unexpected family emergencies, family vacations, job responsibilities, coaching responsibilities, significant family celebrations, and inclement weather. WACPC Board members are expected to work a minimum of two WACPC events. Open Floor Guidelines - The Board agendas will be published on the website five (5) days prior to the board meeting for members to study. Members wishing to address the board shall arrive prior to the beginning of the meeting and sign in, indicating subject, address, and phone number. Members will be given three minutes to state their concern, offer their input, and/or make a suggestion. A total of 21 minutes will be allowed at the beginning of each board meeting for member s comments. Members may provide written materials. Board members will not respond to member comments, unless they are listed as a topic in the published agenda. Responses will be offered at that time. A summary of comments will be included in the minutes. A designated member of the board will respond to the member(s) offering comment(s) within seven (7) days of the meeting in format. Members will be encouraged to contact their District Representatives individually to voice concerns/suggestions etc. and to offer additional input. Committee Guidelines - WACPC Committee meetings are closed meetings. The number of committee members on a committee and the number of meetings per year will be determined by the executive board, and dependent on financial conditions. Cheer and Dance Committee s should follow the following timeline for decisions: March - Process of decision making determining what changes might be needed for the upcoming year. Any decisions that are finalized at this meeting should be brought to the full board for approval at April/May board meeting. April/May- Any decisions for the upcoming year that are approved at this board meeting need to be included in handbook and posted All Game Day decisions for the upcoming year need to be approved by this meeting as it is the first competition of the season. June - Any remaining decisions for the upcoming year need to be made at these meetings and voted on at the following board meeting for approval. August - All final recommendations should be presented to the board for approval for the upcoming competition season. Handbook committee will update documents as needed. December - Committees will begin discussing changes for the upcoming year. Example: Once the Board has finalized the 2017 competition season, discussion for the 2018 competition season will begin. Other Committee Meetings - Committee meetings may be scheduled as needed. Committee Member Request Submission - Paid members can request to be part of any WACPC committee. This is done through the submission of a form, found under Education\ District Meetings. This form then must be sent to the secretary prior to the October Board meeting.

4 Committee Meeting Attendance - Committee Members are required to attend 75% of committee meetings. Board members are only to attend the committee meetings of the committee s they are assigned to. Committee chairs are to take attendance and report it the the WACPC Secretary. Minutes/Agendas - Agendas must be submitted to secretary and webmaster seven (7) days prior to meeting. Public posting of agendas will be five (5) days prior to meeting. Minutes shall be submitted to the secretary and webmaster so they can be posted within fourteen (14) days of meetings. Board Of Directors Event Worker Requirements - Each board member is asked to be available to work at least 2 events each competition season. FINANCIAL Hotel Use - Hotel rooms are approved when travel departure time is prior to 7:00 a.m., or travel return time is later than 10:00 p.m. If there is inclement weather, rooms will be approved. If a private room is requested, then the voucher will be charged for half of the cost. Board members working a state event will be assigned 2 nights of stay with other board members, private rooms may be requested and charged at half of the cost. Board members working Fall Conference will be assigned 2 nights of stay, requests for private rooms may be requested and charged at ⅔ of the cost. Board working Spring Fling hotel rooms will be assigned by the director based on the timeline of the conference. Reimbursement Procedure - Approved expenses must be submitted on a voucher along with documentation of costs/receipt. Vouchers must be filled out completely, including signature, and submitted to the treasurer. If submissions are past 60 days from date of incurred charge, the voucher will not be guaranteed payment. All checks must be cashed within 60 days, or the check will have a stop payment fee added to the voucher upon reissue. Payments - All events have a no refund policy. Payments made are not allowed to be transferred to a different event. Any check returned for insufficient funds will be assessed bank fees as well as late fees if applicable. COMPETITIONS Judges - Cheer and Dance performance judges need to be unbiased and objective. Any judge with a known affiliation to a team or teams will be unable to evaluate the team(s). Any affiliation to a team or teams must be shared with the judge coordinator by submitting a conflict of interest form with the contract. Team affiliation is defined as but not limited to: Having assisted or choreographed for a team during the current school year or within the last five years. Alma mater of a high school within the last five years. Immediate family member is part of the team (coaching staff or athlete).

5 Other professional relationship with coach or team (e.g. worked for coach as camp counselor). Competition Line Up - See line up procedure document in handbook. Appeals Procedures Music Selection - Performance music is not to contain any suggestive lyrics or vulgarity. Sound effects such as, but not limited to, gunshots may be determined to be inappropriate. Music selection should be routine enhancing and acceptable for all audiences. Music may be approved in advance by our technical judges. If the music is determined to be inappropriate by our technical judges, a coach may appeal to the WACPC Music Committee which will include the Technical Judge Coordinator. The appeal must be submitted 30 days in advance of event. Decisions of the committee are final. Choreography Selection - Choreography should be appropriate and entertaining for all audience members. Suggestive, offensive, or vulgar choreography will not be tolerated and may be penalized. Vulgar or suggestive material is defined as any movement or choreography implying something improper or indecent, appearing offensive or sexual in content, and/or relaying lewd or profane gestures or implications. All choreography must be age appropriate. Technical judges may assess a deduction. REGISTRATION Staff - All adults must be registered under staff. If staff are only attending competition with team, then they do not need to be members unless they are the head coach. Only adults may be staff, no minors under the age of 18. Only registered staff will be allowed to enter team only areas. The number of registered students determines the amount of staff allowed to register with the team students, 3 staff; 26-32, 4 staff; 33 and up, 5 staff. Students - All students must be registered for competition. This would include all performers, alternates, and managers. No students will be allowed in team only areas unless they are registered with a team. No adults may be registered as a student. Deadlines - Deadlines for required items are posted on the website. Any team with any item not turned in on time will receive a late fee, no exceptions. All mailed items will have the postmark date used as proof of submission. Any ed items will have the sent date/time used as proof of submission. It is the coach s responsibility to make sure all items have been received on time. Routine Changes - Coaches may change the routine they registered for up until the listed deadlines. Please check the registration page on the website for annual deadline dates.

6 HANDBOOK Handbook information will be posted on the website as it becomes available. All handbook documents shall be dated when posted on the website. ADDITIONS Any additional policies and/or procedures to be added to this document shall be put on a board meeting agenda and voted on at a board meeting prior to publication.