Hendersonville Royals
2021-2022 Athletic Policy Manual
Table of Contents
- Introduction
- Purpose and Participation Requirements
- Policies and Procedures
Introduction
In order to maintain a well-organized and competitive program, within the bounds of Christ-like competition, the following policies have been established for every participant, within the Hendersonville Royals Program.
Purpose and Participation Requirements
1. This manual is designed to present and explain, to students, parents and coaches, the rules and regulations for participation in one or more of our athletic teams. Students, parents, and coaches will be required to review and agree to these policies before participation in any official Hendersonville Royals practice or game.
2. Consent and agreement forms must be signed and submitted before students can participate in any official practices or games.
3. Participating in the Hendersonville Royals athletics programs is a privilege, which is earned through hard work and self-sacrifice. Players will be challenged both physically and mentally to develop their individual God-given talents. Our young men and young ladies will be encouraged to embrace and establish the character traits of leadership, respect, commitment, and responsibility.
4. As a team, we will learn together, struggle together, grow together, pray together, and ultimately succeed together. We will have a passion for winning, tempered by the knowledge that true victory is found in the pursuit of excellence, to the honor and glory of God.
5. It is required that all of the players and parents recognize and cooperate with the understanding that this is a competitive sports program in which playing time is earned and not given. The coach is in no way required to reward playing time, distribute playing time, or explain and/or defend their reasons for the amount of playing time each player receives. The payment of a player fee in no way gives a player or their parents the right to expect playing time or any other special favors outside of what they have earned. The head coach has the final say in all matters pertaining player’s in game suspensions, substitution patterns, and starting line ups.
Policies and Procedures
A. Submitting to Participate
1. Parents are responsible to submit their student to participate in any of the athletic teams. Students are not permitted to submit themselves.
2. Submission includes:
a. Consent Form
b. Conduct Forms
c. Emergency Contact Form
d. Sports Physical
e. Birth Certificate
f. Homeschool Documentation
3. Forms need to be submitted to the Hendersonville Royals Office prior to or by the deadline specified for the given team and sport. Coaches are not responsible to accept these forms.
B. Athletic Forms
1. The parent and/or legal guardian is required to submit the following forms before the student is able to participate in any official practice or game:
a. The Consent Form signed by the parent or legal guardian.
b. The Emergency Contact Form that includes contact information to be used in case of an emergency while practicing, traveling, or playing.
c. A doctor’s Sport’s Physical Form as well as a copy of their birth certificate, certifying their age and allowing the player to participate in our athletic activities.
d. By submitting these forms, parent’s agree to the rules outlined in this policy manual.
C. Player Fees
1. Participation in any of our athletic programs includes a player’s fee. These defray the costs associated with the sport, including but not limited to uniforms, facilities, fields, equipment, referees, and other miscellaneous costs.
2. Player fees vary according to each team and will be posted by the Hendersonville Royals online at the earliest time available, before official practices begin.
3. Where applicable, a partial deposit will be due before a student is able to participate in any official team practice.
4. Team fees include the practices and competitions within the season. Post-season play which includes tournaments will incur separate fees where applicable.
5. Failure to pay all due fees by their posted deadlines will result in the athlete’s participation in practices or games to be put on hold.
D. Parents’ Code of Conduct
1. Parents are not coaches. Please do not mingle with the players and coaches on their sideline or bench, direct play, give instructions, or in any way act as if part of the coaching staff.
2. As a spectator during a game, please do not shout playing advice to any athlete. Your insightful tips may conflict with the coach’s instruction and team strategy. Instead, positive encouragement is much more supportive to the team.
3. Please do not harass or loudly criticize the referees or umpires. Parents that loudly harass the referee are embarrassing to the players, the team, and the program as a whole. Blaming referees for the team’s play undermines the players, coaches, and their efforts from both teams.
4. Please do not harass, distract, or upset the other team's players and/or coaches. They are off-limits to negative or demeaning comments. The practice of insulting someone else's child exhibits poor sportsmanship.
5. Do not encourage your child to place the blame for their failures upon others. One of the benefits of playing sports is learning to accept responsibility instead of making excuses. Sometimes a call is hard to take for whatever reason. Such times are tests of emotional control. If a player can learn to bite his lip and move on, a parent can learn to sit quietly for a moment and let the emotion pass. Learning to cope with disappointment is a valuable life skill.
6. Do not blame the coach for your child's problems or lack of playing time. Your child's struggles to succeed are your child's problems. Let him/her work them out without your interference. A player has every right to ask a coach what needs to be done to earn more playing time. A parent stepping in to request or demand playing time is not accepted and undermines the player’s confidence in his own efforts.
7. Please do not disrespect, discredit, or undermine the coach in front of your child. Criticizing the coach’s decisions will undermine your student’s respect for the coach’s leadership. Concerns can be addressed privately.
8. Please be involved in a positive way. Attend your child's games as often as you can. Cheer for all the kids on the team and not just your own child.
9. Please help with the team’s fund raising efforts (if any are scheduled). It benefits everyone.
10. Parents who want to volunteer to help the team need to be approved by the head coach.
11. Parents or volunteers have no authority to order, purchase, or in any way enter into contract with a vendor, or represent the Hendersonville Royals in any business transaction, unless approved by the Board. No exceptions
E. Conflict Resolution Process
1. To address a concern or complaint arising during competition, please follow the 24-hour rule: let everyone calm down first before approaching the head coach or coaches, then wait at least 24 hours before contacting them. At no time should you approach a coach during a game, or distract him/her while they are directing the team during competition.
2. The player must be the first to request a meeting with the coach.
3. If the concern is unresolved, parents can then ask for a meeting between themselves, the athlete, and the coach to discuss the issue.
4. If still unresolved, the parent can ask for a meeting with the coaches, the athlete, and the Hendersonville Royals Executive Director.
5. Do not skip the first four steps and go directly to the Executive Director. If that happens, the parent or complainant will simply be asked to follow the first four steps in the process.
F. Players’ Academic Eligibility
1. Only students that are homeschooled and can provide documentation that they are currently registered and in good standing with an official homeschool umbrella, will be eligible to participate in the Hendersonville Royals Programs.
2. Non-homeschool students can participate in designated open camps or scheduled tryouts.
3. Adult education students, or any student 19-years-old or older on August 1st of the school year is not eligible to participate in athletic activities.
4. Students who are married are considered adult educators and are not eligible to participate in our athletic teams. If a student is a parent, their case will be reviewed by the board of directors for approval.
G. Player’s Medical Eligibility
1. All student-athletes must have a current sports physical on file at our records office, before being eligible to participate in any official practice, scrimmage, or game. There will be no exemptions. Sport physicals are valid for twelve months after issue.
2. In cases where the student athlete has had a recent major medical experience, the Hendersonville Royals office reserves the right to ask for further medical approval than a sports physical before approving participation.
H. Player’s Athletic Forms
1. All athletic forms are available online at www.hendersonvillerovals.com or at the Hendersonville Royals Office located at 159 Luna Lane Hendersonville, TN 37075 between the hours of 9:00 am - 4:30 pm Monday - Thursday. Coaches are not responsible to distribute forms. Parents and/or legal guardians are responsible to acquire all necessary documentation for the player to participate.
I. Tryouts
1. Coaches have the right to conduct tryouts to admit players to the team if they so choose, and will determine the qualifications required to join. The head coach reserves the right make cuts as seen necessary. A player must meet the try out or pre-season practice deadline for that particular team in order to participate on the team for that season. The coach has the right to arrange private one-on-one try out sessions if the coach deems it is necessary or appropriate. The coach also has the right to add a player to the roster without participating in the try outs as long as that player is added before the cutoff date set forth by the coach and approved by the Board of Directors.
2. Returning players are not guaranteed future participation, but will abide by the coach’s necessary requirements to make the team.
J. Christian Attitude
1. Participating players are representing a Christian Sports Program, and as such, will behave in a Christ-like and respectful manner towards other players, coaches, referees, fans, opponents, and the public in general.
2. The Hendersonville Royals highly encourages our athletes to attend church on a regular basis (the reason we do not practice or schedule games on Wednesdays evenings). There are many great churches in our communities, and their positive influence on the athlete’s character cannot be underestimated.
3. Players found participating in smoking, drinking, or using illegal drugs will be automatically dismissed from the team. Please know that in these unfortunate cases, we highly recommend Christian-based counseling to help kids break these unhealthy habits.
K. Players’ Code of Conduct
1. Do not use foul language, threats, or demean a fellow teammate during practices or games. Respect your players and your team.
2. Do not purposely hurt an opposing player, or play outside the rules of the game, or employ illegal tactics to endanger an opponent.
3. Do not argue with referees or umpires, nor use foul language or make threats of any kind. Let the coaches address them if they so choose.
4. Do not throw your helmet, or any other equipment, when disagreeing with an official or your coach while participating in public. Know that any out-of-control behavior will not be tolerated, and can lead to dismissal.
5. Players found participating in smoking, drinking, or using illegal drugs will be automatically dismissed from the team. No exceptions.
6. Disciplinary action will be left to the discretion of the head coach and/or coaching staff.
L. Player’s Social Media Policy
1. First and foremost, players are encouraged to always exercise the utmost caution when participating in any form of social media or online communications. Players who participate in online interactions must remember that their posts reflect on everyone associated with the Hendersonville Royals and, as such, these interactions are subject to the same behavioral standards set forth in this Hendersonville Royals Athletic Policy Manual. All players who choose to participate in social media interactions will be requested to provide the Hendersonville Royals with their individual user name for each social media platform in which they participate. Players are not allowed to block the Royals coaches from their social media accounts at any time in any form. Additionally, the players will be required to allow a designated representative of the Hendersonville Royals to “friend,” “follow” or otherwise “connect,” with them on each social media account. The Hendersonville Royals will actively monitor the social media accounts of its players to ensure compliance with the standards set forth in this Policy Manual.
2. In addition to the regulations found in this Policy Manual, players are expected to abide by the following: Players may not use social media sites to publish disrespectful, disparaging, embarrassing, harassing, or inappropriate remarks about Hendersonville Royals staff or coaches, players, parents, relatives, athletic rivals, or any other individual(s). Failure to abide by this Social Media Policy will result in disciplinary action as determined by the coaches and/or the Board of Directors.
M. Playing Time
1. Being a member of a team does not guarantee playing time.
2. Playing time is earned not granted. It Is based on attendance, attitude, and aptitude as assessed and decided by the coaching staff.
3. It is the coaching staffs responsibility to assign roles, positions, starting line-ups, substitutions, or any other team decision that best benefits the program. Parents, volunteers, or any other personnel will not be involved in the coaching staffs decision process.
4. The coaching staff has the right to move players from one athletic team to another as best benefits the program. For example: a JV player can be moved up to varsity level if the coaching staff decides it benefits the varsity program.
N. Attendance
1. All team players are expected at every official team practice and need to show hard work, enthusiasm, and commitment to the team.
2. All team players are expected at every official game, tournament, any other competition, and/or makeup game as posted on the team schedule or as directed by the coaching staff.
3. Missed practices or games without an excuse will affect playing time, and can lead to other penalties and/or suspension from the team.
4. Players must contact the coaching staff, in advance, to request an excused absence from practice, games, or any competitions.
5. Contacting the coach does not automatically excuse the player. The coaching staff must be allowed to use their discretion to determine if the absence is excused or unexcused, and determine any consequences.
6. Any player who quits the team, will no longer receive any team benefits, including but not limited to: participation in practices or games, individual or team recognition, participation in any post-season tournaments or team banquets.
O. Attitude
1. Players must strive to listen and follow instructions, and perform as best possible.
2. Show your respect to coaches, players, and others in your choice of words, tone, facial expression, body language, and personal behavior.
3. Players are expected to show team-first attitude, and show enthusiasm without regard to his or her role, position, or playing time. The team is made up of every single player participating in the sport.
4. Players must make every effort to befriend, respect, encourage, and support all the other members of the team.
5. Players will not disrespect, argue, use foul language, or knowingly dismiss any instruction from the coaching staff. The coaching staff will determine consequences for players who disregard this rule.
P. Aptitude
1. Coaches understand that not all players have the same talent, skills, and physical attributes to perform at a high competitive level.
2. Talent alone is not the determining factor for playing time. Players must work hard to learn the coaches’ instruction and team strategies.
3. Players must strive to develop their skills, knowledge of the game, and understanding of the team strategies as best possible.
4. Players must strive to gain a high level of physical conditioning.
5. Off-season camps are encouraged, especially if offered by our own coaching staff and/or coaches or groups recommended by them.
Q. Transportation to Athletic Contests
1. It is the players’ responsibility to secure transportation to and from any practices, games, tournaments, and/or any other official competition. Coaches are not responsible to pick-up or transport players to athletic events.
R. Athletic Injuries
1. All athletic injuries need to be reported immediately to the coach so that proper first aid may be administered. In those cases where players are injured, and medical procedures are administered, the parent must request a coach’s report of injury as soon as possible or within the required ninety-day period.
2. Parent's (Legal Guardian) agree and consent in player's participation in Hendersonville Royals athletic activities and hereby release the program, its agents, assigns, employees, and other assistants and representatives from any liability whatsoever arising out of injury, sickness, or damages sustained while participating.
3. The Hendersonville Royals Program does NOT carry a secondary insurance for players. All athletes must carry their own medical insurance to be eligible to participate in our athletic teams. The Hendersonville Royals only carries liability insurance.
S. Players’ Dress Code (Uniforms)
1. Each athlete is responsible for proper care of the uniform and any team equipment issued by the program. Uniforms should be kept clean and have a neat appearance for each game (please be careful to follow the suggested washing instructions).
2. In those cases where team uniforms are required to be returned, uniforms should be washed, neatly folded, and brought to the head coach at the specified time.
T. Players’ Dress Code (Personal)
1. The purpose of our dress and appearance expectations is to enable the student to demonstrate traits of a discerning leader by making appropriate appearance choices which reflect scriptural values of modesty, dignity, and excellence.
2. The student dress code will be in effect at all athletic events, including: practices, games, tournaments, banquets, and any other team function.
3. Student Athletes are to be appropriately dressed for practice (indoors and outdoors). Practice attire must be clean neat and modest. Female athletes are required to wear a T-shirt or practice jersey completely covering tank tops and/or sports bras.
4. Players will not disrobe (take uniforms off, undo pant belts, etc.) immediately after the game on the field of play. Players are expected to disrobe away from public view.
5. Absolutely no demonic or gothic dress or paraphernalia will be accepted ( black t-shirts with demonic logos, black pants, metal chains, black or gothic fingernails, or lipsticks, etc.).
6. Body piercing jewelry of any kind is NOT acceptable, nor dog collars, silver-ball necklaces, or leather/metal chokers.
7. Colored or gothic hair is not acceptable (a natural color only).
8. Pants that fall below the waistline are not allowed.
9. When wearing caps at practices, games, road trips, etc., inappropriate logos will not be allowed (beer logos, girl logos, bad language, etc.).
10. When wearing personal T-shirts at practices (road trips, etc.) inappropriate logos will not be allowed (beer logos, girl logos, bad language, etc.).
11. Coaches and/or adult assistants (not students) will decide if the dress code is being violated.
The following Signature(s) state that you will agree to comply with the policies and procedures as set forth in the Hendersonville Royals Policy Manual.