Section 1 — Purpose and Scope

1. Summit Valley United Academy operates as the youth development division of Summit Valley United, a registered 501(c)(3) nonprofit organization.

2. The Academy is responsible for the recruitment, training, and development of youth players, with programs and teams registered under the Virginia Youth Soccer Association (VYSA) or West Virginia Soccer Association (WVSA).

3. All Academy programs are governed by the policies, rules, and standards of US Youth Soccer, VYSA/WVSA, and Summit Valley United Bylaws.

4. These policies apply to all players, parents, coaches, volunteers, and administrators involved in Summit Valley United Academy programs.

 

Section 2 — Player Registration and Eligibility

1. Eligibility:

   • Players must register within their correct age group as determined by U.S. Soccer birth year guidelines.

   • All players must complete online registration forms, provide proof of age (birth certificate or passport), and submit all required waivers.

2. Registration Process:

   • Registration is managed through the club’s online system or the designated league platform (e.g., GotSport).

   • Player registration is not complete until all fees, forms, and league documents are submitted and verified.

3. Roster Assignments:

   • Players are placed on teams by the Director of Coaching or appointed evaluators based on skill, attitude, and commitment.

   • Team rosters are approved and submitted to VYSA or WVSA by the Registrar.

4. Transfers and Releases:

   • Players seeking to transfer must follow VYSA/WVSA transfer rules.

   • All transfers require clearance from both clubs and compliance with state association deadlines.

 

Section 3 — Player Fees and Financial Policies

1. Fee Structure:

   • Fees are established annually by the Founding Director and Treasurer, and include player registration, insurance, league entry, referees, uniforms, and field use.

   • Payment plans may be offered to accommodate families when possible.

2. Refund Policy:

   • Refunds are only granted in cases of injury, relocation, or other significant hardship at the discretion of the Founding Director.

   • Once uniforms are ordered or league rosters are submitted, refunds are generally not available.

3. Financial Assistance:

   • Summit Valley United Academy provides financial aid to players based on need and available resources.

   • Applicants must submit proof of need and meet all participation requirements.

4. Nonpayment:

   • Players with unpaid fees or delinquent accounts may be withheld from participation until resolved.

 

Section 4 — Uniforms and Equipment

1. Club Uniforms:

   • All players must wear the official Summit Valley United Academy uniform for matches and approved training gear for practices.

   • Uniform kits will be updated on a club-wide cycle (typically every two years).

2. Equipment Standards:

   • Players must provide their own shin guards, cleats, and water bottles.

   • Team equipment such as cones, balls, and nets are provided by the club.

3. Branding:

   • Only approved logos and sponsors may appear on Summit Valley United uniforms, gear, or apparel.

 

Section 5 — Training and Competition

1. Training Sessions:

   • Teams train a minimum of two times per week during the active season.

   • Attendance is expected at all practices unless excused by the coach.

2. Matches and Tournaments:

   • Teams compete in sanctioned leagues and tournaments approved by VYSA, WVSA, or US Club Soccer.

   • Participation in outside tournaments must receive prior approval from the Founding Director or Director of Coaching.

3. Player Development Philosophy:

   • Emphasis is placed on technical skill, tactical understanding, teamwork, and respect.

   • Equal development opportunities are prioritized, particularly in non-competitive age groups (U9–U12).

4. Game Day Conduct:

   • All players, coaches, and spectators must adhere to the Code of Conduct and league behavior standards.

   • Only rostered players and credentialed coaches are permitted on the team sideline.

 

Section 6 — Coaching and Education

1. Coaching Appointments:

   • All coaches are appointed by the Director of Coaching and approved by the Founding Director.

   • Coaches must hold or actively pursue U.S. Soccer or United Soccer Coaches licensing appropriate to their team’s level.

2. Training Standards:

   • Coaches are expected to follow the Academy’s player development curriculum and club-wide tactical principles.

   • Regular evaluations will be conducted by the Director of Coaching.

3. Compliance Requirements:

   • All coaches must complete:

     • Background checks.

     • SafeSport certification.

     • Concussion and sudden cardiac arrest training.

     • VYSA/WVSA risk management approval.

 

Section 7 — Parent and Guardian Expectations

1. Parents and guardians are vital partners in the Academy’s success and are expected to:

   • Support their child’s participation positively and respectfully.

   • Abide by the Parent Code of Conduct and any state or league behavior policies.

   • Communicate directly and professionally with coaches and club staff.

   • Ensure players attend practices and matches on time and with proper equipment.

2. Parents must not:

   • Coach from the sidelines during games.

   • Confront referees, players, or coaches in public settings.

   • Disrupt training sessions or team events.

 

Section 8 — Volunteer and Team Management Policies

1. Team Managers:

   • Each team may appoint a manager to assist the coach with communication, scheduling, and coordination.

   • Managers must complete SafeSport and background checks.

2. Volunteers:

   • All volunteers interacting with players must comply with background screening and safety requirements.

3. Field Setup and Game Operations:

   • Coaches and team managers share responsibility for ensuring proper field setup and cleanup on game days.

 

Section 9 — Communication Policies

1. Official Communication Channels:

   • All official club communications must come from an approved Summit Valley United email, website, or league platform.

   • Coaches may use team apps or group chats for scheduling but must include a parent or team manager for all minor-aged players.

2. Social Media:

   • Players and families must use social media responsibly when representing Summit Valley United.

   • Posting negative, defamatory, or inappropriate content about players, referees, or staff may result in disciplinary action.

3. Media Permissions:

   • During registration, parents grant or deny permission for the use of player images on the club’s social media or marketing materials.

 

Section 10 — Travel and Transportation

1. Team Travel:

   • All travel for tournaments or league matches must follow the club’s safety and supervision guidelines.

   • The club does not provide transportation unless arranged and approved by the Founding Director.

2. Player Conduct While Traveling:

   • Players represent the club at all times and must uphold the same behavioral standards as during matches and practices.

 

Section 11 — Discipline and Dispute Resolution

1. Disciplinary Procedures:

   • Violations of club or league policy will be reviewed by the Founding Director or an appointed committee.

   • Sanctions may include verbal warnings, suspension, or removal from the program.

2. Grievances:

   • Complaints or disputes must be submitted in writing and will be reviewed within a reasonable timeframe.

   • If the matter involves a VYSA/WVSA-registered team, league-level appeal procedures will apply.

 

Section 12 — Compliance and Risk Management

1. Summit Valley United Academy complies fully with VYSA/WVSA regulations for risk management, insurance, and SafeSport.

2. All fields, facilities, and equipment must meet safety standards set by local authorities and league organizations.

3. Emergency procedures, medical protocols, and weather guidelines shall be followed at all times.