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| Forms & Resources |
Player Withdrawals
Policy on Player Withdrawals:
Refunds are issued only if a player is injured or has to withdraw for medical reasons. A statement from the attending physician recommending the player’s removal must accompany the request for a refund.
Players who are suspended, removed from the program, or withdraw for any reason other than medical are not entitled to a refund.
Player Withdrawal Form
When a player is withdrawn from the program, whether for medical or other reasons, parents should print, complete and mail this form to the address provided.
Player Injuries
When a player is injured:
- If player is injured during ACT practice or a tournament, parent should complete an Incident Report Form. The completed form should be turned in to the Regional Commissioner or Regional Safety Director.
- Should parent wish to file a Supplemental Accident Insurance form with AYSO, that form can be found here. Follow the instructions found on the form.
- If an injury causes a player to miss at least one practice, but will not keep the player from participating for more than six (6) weeks, parents must complete an Injury Condition Form. The form should be mailed to: AYSO Region 722, PO Box 160566, Boiling Springs, SC 29316, ATTN: ACT Coordinator.
- Before a player can participate with their ACT team again after an injury, parent's must complete a Participation Release Form which requires a release signature from the attending physician as well as the parent. Completed form should be mailed to: AYSO Region 722, PO Box 160566, Boiling Springs, SC 29316, ATTN: ACT Coordinator.
Team Fundraisers
Policy on Team Fundraisers
Unless the fundraising event is supplied by the ACT Fundraising Coordinator, all fundraising events for a team or individual player MUST BE APPROVED IN ADVANCE by the ACT Coordinator. Approval is not required when solicitations are limited to the immediate family of team members and coaches.
To obtain approval for a team fundraiser please email your request to the ACT Fundraising Coordinator (qiana.lindsey@ayso722.org).
Team Managers are responsible for the accounting of all funds raised by their team, including how funds are split between the individual players of the team. A Team Tally Sheet must be completed by the Team Manager when holding a team fundraiser.
Team Tally Sheet Instructions
Your team tally sheet must be completed in its entirety for each fundraiser that your team takes part in. Any missing information could result in funds being lost or miscredited.
Funds may be applied to individual accounts or to the team’s account. The Region Treasurer will apply funds exactly as indicated on this Tally Sheet, so please double check your figures.
Part One: Fundraiser Info.
Complete all sections to show the date, time and location of the fundraiser.
Part Two: Funds Distributed—per player
List all player’s names in column one. In column 2 list the amount to be credited to that player’s account. In column 3, have the player’s parent or guardian sign their name. The parent signature indicates that they agree with the amount listed.
Part Three: Funds Distributed—per team
List the total amount to be applied to your team’s account ONLY in cases where proceeds are not distributed by individual.
Part Four: Total Fundraising Proceeds
List the total amount of all cash and checks being turned in to the Regional Treasurer. This figure should match the total of part two and part three.
Part Five: Signatures
The head coach and team manager must sign and date before turning in.
Sponsorships
Policy on Sponsorships:
There are two types of sponsorships that teams and players can acquire:
- Individual Sponsorships - An individual sponsorship provides no advertising benefits to the sponsor, nor are they tax deductible. Funds are applied directly to the individual’s account.
- Team Sponsorships - Team sponsorships provide advertising benefits to the sponsor based on the amount. They are tax deductible. Funds are applied directly to the team’s account.
All sponsorships must include a completed Sponsorship Form signed by the donator. All sponsorship funds must be in the form of a business or personal check made payable to “AYSO Region 722”. Cash cannot be accepted for sponsorships.
Sponsorship funds are applied first to any benefits due the sponsor for their contribution (screenprinting, plaques, etc.). Remaining funds will be applied to the team’s account.
Sponsors may opt out of receiving benefits associated with their contribution by completing the opt out section of the sponsorship form. In these cases the sponsor will receive an Acknowledgement of
Contribution for tax purposes, but will not receive any advertising benefits.
Participation in Tournaments
Tournament Packages:
Tournament packages can be requested by the Head Coach or Team Manager of the team. Requests should be made to the Region 722 Tournament Director (tim.taylor@ayso722.org). Tournament packages include the following:
- Cover Sheet - The cover sheet for the tournament packages includes the name of the tournament, location, date, cost and deadline. It will also include a “to do” checklist as well as a “turn in” checklist. All tournaments are different and require different information, so these checklists will never be the same.
- Tournament Rules - The tournament rules, as supplied by the tournament host, will be included in the package. Some hosts will not supply the rules until the team has been approved or selected to participate. In these cases, the rules will not be included in the package.
- Additional Information - This section will supply any additional information necessary such as if the tournament host requires that you book your hotel through a travel agent (and some do).
- Fundraising Opportunities - This section will list any scheduled ACT fundraising that the team can participate in as well as ideas and contacts for team fundraisers that could be organized.
- Accommodations - This section will list hotels that offer a special discount to tournament participants, if any.
- Official Application - If the tournament host has provided a printed application form it will be included in this section. Some tournaments, however, require online registration. In this case, a form will be created to obtain the required information for online registration. Please note, all registrations for tournaments, whether printed or online, must be completed by the ACT Coordinator.
Paying For Tournaments
All registration fees associated with a tournament will be sent by the region to the tournament host in the form of a region check. Because of this, all fees must be prepaid to the region. There are no exceptions.
If the team has participated in fundraising and/or obtained sponsorships, these proceeds can be used to pay tournament fees. The Region Treasurer will check the team’s account to determine if there are enough funds to cover the entire fee. If not, the ACT Coordinator will contact the head coach and team manager with a total due. This amount must be paid to the region before a check will be mailed to the tournament host. Please make sure that you turn in any monies due before the deadline!
If the team has not participated in fundraising and/or obtained sponsorships, then the team will need to split the cost of the tournament fee equally amongst all players on the team. For example, if there are 10 players on the team and the tournament fee is $250, then each player must pay $25 for the tournament.
Travel Rules & Guidelines
Parents should make every effort to travel with their children at all times. We understand that this may not always be possible due to work schedules and financial issues. We do allow ACT players to travel without their parent(s) provided the following conditions are met:
- A Permission to Travel Without a Parent form must be completed and signed both by the parent of the traveling player and the adult responsible for the child in the parent’s absence. This form must be turned in to the head coach of the team who should include the form with their tournament package.
- The adult supervising the child MUST have an AYSO volunteer form on file. No exceptions!
- The child to adult ratio of 3:1, as established by Safe Haven and Child & Volunteer Protection guidelines, must be maintained at all times.
Blank copies of the Permission to Travel Without a Parent Form are included in the team manager’s bag.
Other Forms & Resources
Medical Release Form
Volunteer Form
Created on 02/05/2009 12:08 PM by actsecretary
Updated on 03/03/2009 07:48 AM by actsecretary
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