ERYHA Volunteer Policy
ERYHA Volunteer Policy (taken from the ERYHA Handbook) ERYHA depends on the volunteerism of our members. It is critical that we all share in the commitment to the success of our association. The Elk River Youth Hockey Association requires each family to fulfill a certain number of volunteer hours each year as defined by the ERYHA Board of Directors. This volunteer requirement is necessary for the Association to function as well as to fulfill district and regional obligations. It is the ERYHA Board’s responsibility to ensure that volunteer opportunities exist to enable each family to fulfill their obligation. The overall goal of the volunteer policy is to distribute the workload among all of the ERYHA families
Volunteering Prerequisites
In order for an ERYHA member to claim and fulfill a volunteer activity/role, the member must: o be 18 years or older o be identified on an ERYHA player’s registration as a parent or guardian o have completed the USA Hockey SafeSport basic training or refresher training within the past 2 years
Mandatory Volunteering Requirements
The annual volunteer requirement is 15 hours per family, broken down as follows: o Eight (8) of these allotted hours MUST be completed at an ERYHA sponsored tournament and/or District 10 playoff tournament*. o Seven (7) hours can be completed at tryouts, ERYHA Golf Classic, fundraising, SKATE banquet, etc. o There is a Five (5) hour maximum for the ERYHA Golf tournament. o Junior Gold families (if no other children in the association) are exempt from Volunteer hours.
Updated 9/20/2016
Volunteer Deposit Check
Every family will be required to provide a deposit check of $500 made out to ERYHA and postdated to April 1 of the season ending year.
The deposit check must be received by the ERYHA prior to the player tryout or initial skate (Mites) for the season. If volunteer hours are not completed within the required guidelines, the check will be cashed; if hours are complete, your check will be shredded.
If you wish to buyout of the volunteer hours’ requirement, please select the volunteer buyout option when registering for the current hockey season.
You will have the option to submit the payment of $500 on the registration site.
Volunteering DIBS System
Volunteer hours will be posted and tracked via the ERYHA website on the volunteer page (Dibs).
Our online volunteer system ‘Dibs’ will allow you to sign up for and track your hours throughout the season.
Please keep all of your volunteering hours under one “member” account within the website.
It is the duty of each family to validate the accuracy of your family account information, hours pending and complete.
Volunteering Cancellation
If your family signed up for hours you need to cancel, you may do so via the ‘Dibs’ tool based on the cancellation policy noted on each volunteer event.
Without the required advance cancellation, you will be responsible for finding a replacement and notification to Volunteer Co-Coordinator(s).
If you are listed, by a volunteer event coordinator as a ‘NO SHOW’ for your shift you will be charged a $25 fee (per shift listed as NO SHOW).
If hours that are not posted on ‘dibs’ are completed, please complete the Volunteer Time Card, be sure to complete all areas on the form and have it signed by the appropriate level director.
Final approval of non-dibs items is at the discretion of the Volunteer Coordinator(s).
Elected or Appointed Volunteering Roles The following positions will fulfill ALL required hours: Elk River Youth Hockey Association – Volunteer Policy
2
Updated 9/20/2016
Elected or Appointed ERYHA Board Members
Rostered Head Coaches
Rostered Assistant Coaches (max of 3 per team)
Rostered Team Manager (max of 1 per team)
Recognized Sponsorship Volunteering buyouts The following positions will fulfill ALL required hours:
Gold Level or above team sponsorship
Board-approved ERYHA approved sponsorship affiliation
Approved Volunteering Roles Approved volunteer opportunities that will apply towards the volunteer requirement:
Tryout Volunteer[1]
Tournament volunteer
Fundraising volunteer (Calendar, Restaurant events)
ERYHA Golf Tournament volunteer
Open House and registration volunteer (if applicable)
SKATE banquet volunteer
Equipment volunteer
Approved board member assistants
[1]
Tryout Volunteer Guideline: The Parent/Guardian/Family Member of a skater is NOT
allowed to volunteer for any session in the arena during their skater’s tryout time.
Non-qualifying Volunteering Activities The following are a sample list of common activities that do not qualify towards the volunteer requirement:
Non-tournament game scorebook recorder
Non-tournament game penalty box operator
Non-tournament game clock operator
Locker room attendant (game and practice)
Photographer
Team web administrator
Banner
Elk River Youth Hockey Association – Volunteer Policy
3
Updated 9/20/2016
Team year end party planning
Team apparel orders and/or making
Any other tasks not mentioned above
Volunteer hours cannot be shared or transferred from one family to another without the ERYHA board approval. This request is to be brought to the attention of the board at a monthly board meeting.
Elk River Youth Hockey Association – Volunteer Policy
4
Volunteering Prerequisites
In order for an ERYHA member to claim and fulfill a volunteer activity/role, the member must: o be 18 years or older o be identified on an ERYHA player’s registration as a parent or guardian o have completed the USA Hockey SafeSport basic training or refresher training within the past 2 years
Mandatory Volunteering Requirements
The annual volunteer requirement is 15 hours per family, broken down as follows: o Eight (8) of these allotted hours MUST be completed at an ERYHA sponsored tournament and/or District 10 playoff tournament*. o Seven (7) hours can be completed at tryouts, ERYHA Golf Classic, fundraising, SKATE banquet, etc. o There is a Five (5) hour maximum for the ERYHA Golf tournament. o Junior Gold families (if no other children in the association) are exempt from Volunteer hours.
Updated 9/20/2016
Volunteer Deposit Check
Every family will be required to provide a deposit check of $500 made out to ERYHA and postdated to April 1 of the season ending year.
The deposit check must be received by the ERYHA prior to the player tryout or initial skate (Mites) for the season. If volunteer hours are not completed within the required guidelines, the check will be cashed; if hours are complete, your check will be shredded.
If you wish to buyout of the volunteer hours’ requirement, please select the volunteer buyout option when registering for the current hockey season.
You will have the option to submit the payment of $500 on the registration site.
Volunteering DIBS System
Volunteer hours will be posted and tracked via the ERYHA website on the volunteer page (Dibs).
Our online volunteer system ‘Dibs’ will allow you to sign up for and track your hours throughout the season.
Please keep all of your volunteering hours under one “member” account within the website.
It is the duty of each family to validate the accuracy of your family account information, hours pending and complete.
Volunteering Cancellation
If your family signed up for hours you need to cancel, you may do so via the ‘Dibs’ tool based on the cancellation policy noted on each volunteer event.
Without the required advance cancellation, you will be responsible for finding a replacement and notification to Volunteer Co-Coordinator(s).
If you are listed, by a volunteer event coordinator as a ‘NO SHOW’ for your shift you will be charged a $25 fee (per shift listed as NO SHOW).
If hours that are not posted on ‘dibs’ are completed, please complete the Volunteer Time Card, be sure to complete all areas on the form and have it signed by the appropriate level director.
Final approval of non-dibs items is at the discretion of the Volunteer Coordinator(s).
Elected or Appointed Volunteering Roles The following positions will fulfill ALL required hours: Elk River Youth Hockey Association – Volunteer Policy
2
Updated 9/20/2016
Elected or Appointed ERYHA Board Members
Rostered Head Coaches
Rostered Assistant Coaches (max of 3 per team)
Rostered Team Manager (max of 1 per team)
Recognized Sponsorship Volunteering buyouts The following positions will fulfill ALL required hours:
Gold Level or above team sponsorship
Board-approved ERYHA approved sponsorship affiliation
Approved Volunteering Roles Approved volunteer opportunities that will apply towards the volunteer requirement:
Tryout Volunteer[1]
Tournament volunteer
Fundraising volunteer (Calendar, Restaurant events)
ERYHA Golf Tournament volunteer
Open House and registration volunteer (if applicable)
SKATE banquet volunteer
Equipment volunteer
Approved board member assistants
[1]
Tryout Volunteer Guideline: The Parent/Guardian/Family Member of a skater is NOT
allowed to volunteer for any session in the arena during their skater’s tryout time.
Non-qualifying Volunteering Activities The following are a sample list of common activities that do not qualify towards the volunteer requirement:
Non-tournament game scorebook recorder
Non-tournament game penalty box operator
Non-tournament game clock operator
Locker room attendant (game and practice)
Photographer
Team web administrator
Banner
Elk River Youth Hockey Association – Volunteer Policy
3
Updated 9/20/2016
Team year end party planning
Team apparel orders and/or making
Any other tasks not mentioned above
Volunteer hours cannot be shared or transferred from one family to another without the ERYHA board approval. This request is to be brought to the attention of the board at a monthly board meeting.
Elk River Youth Hockey Association – Volunteer Policy
4
