OVERVIEW……………………………………………………………………………………….1

1. INTRODUCTION……………………………………………………………………...1

2. ORGANIZATION WITHIN VDSA…………………………………………………...1

3. DECISION MAKING WITHIN VDSA…………………….……………………....….1

4. VDSA ACTIVITIES………………………………………….……………………......2

POLICY DEVELOPMENT………………………………………...………....………...…4
1.1   GENERAL…………………………………………………………………..……...…4
1.2   TYPES OF POLICIES………………………………………………………..…...….4
1.3   PROCEDURES………………………………………………………………….....…4
1.4   DEVELOPMENT OF NEW MEMBER POLICIES/PROCEDURES…………….…4
1.5   REVISIONS TO EXISTING MEMBER POLICIES/PROCEDURES…………….....5
1.6   REQUESTS FOR DECISION…………………………………………………..…….5
1.7   PROCEDURES AND TIMELINES FOR REQUESTS FOR DECISIONS……..…...5
1.8   APPROVAL OF MEMBER POLICIES AND PROCEDURES………………….….6
COMMITTEES………………………………………………………………………....…..7
2.1   MANDATE…………………………………………………………………..……….7
2.2   AD-HOC COMMITEES………………………………………………………..…….7
2.3   MINUTES OF MEETINGS……………………………………………………..……7
CLUBS………………………………………………………………………………….......8
3.1   GENERAL………………………………………………………………………...…..8
3.2   CLUB REQUIREMENTS……………………………………………………...……..8
3.3   ADHERENCE…………………………………………………………………...……8
PLAYERS……………………………………………………………………….....……….9
4.1   DEFINITION OF A PLAYER………………………………………………...……...9
4.2   DEFINITION OF A SEASON…………………………………………………...…...9
4.3   DEFINITION OF AGE CATEGORIES AND TIERS……………………....………..9
4.4   REGISTRATION …………………………………………………………....……….11
4.5   TEMPORARY REGISTRATION……………………………………………....……12
4.6   REGISTRATION DEADLINES……………………………………………....……..12
4.7   REGISTRATION FEES…………………………………………………....………...12
4.8   PRIVILEGES AND RESPONSIBILITIES………………………………....………..12
4.9   RESTRICTIONS……………………………………………………………....……..13
4.10 EXCEPTIONS…………………………………………………………….....………13
4.11 PLAYER MOVEMENT TO OTHER CLUBS…………………………….....……..14
4.12 PLAYER MOVEMENT WITHIN A CLUB……………………………......……....15
4.13 PLAYER MOVEMENT TO PROVINCIAL/NATIONAL/ALL-STAR TEAM.......15
4.14 TRANSFERS…………………………………………………………………......….16
4.15 YOUTH PLAYING ZONES…………………………………………………….......17
COACHES……………………………………………………………………………........19
5.1   REGISTRATION…………………………………………………………….........…19
5.2   REGISTRATION FEES……………………………………………………...............19
5.3   PRIVILEGES AND RESPONSIBILITIES…………………………………..…........19
5.4   CERTIICATION REQUIREMENTS………………………………………..….........20
5.5   BACKGROUND CHECK…………………………………………………...….........20
REFEREES………………………………………………………………………................21
6.1   DEFINITION……………………………………………………………….......….…21
6.2   REGISTRATION…………………………………………………………..…............21
6.3   REFEREE REGISTRATION CLASSIFICATIONS AND STANDARDS….............22
6.4   GENERAL REGULATIONS………………………………………………...............24
6.5   CODE OF ETHICS………………………………………………….……..…............25
6.6   REFRESHER TRAINING………………………………………………...….........…26
6.7   ASSIGNING………………………………………………………….…...…........…..27
6.8   APPOINTMENTS……………………………………………………………….........27
6.9   GAME FEES……………………………………………………………………..........28
6.10 REFEREES, LEAGUES, PAYMENT AND ASSIGNING………………..........……28
TEAMS…………………………………………………………………………...........……29
7.1   DEFINITION…………………………………………………………………….........29
7.2   REGISTRATION………………………………………………………………...........29
7.3   REGISTRATION FEES……………………………………………....……….........…29
7.4   TEAM DESIGNATIONS…………………………………………...…………...........29
7.5   AGE CATEGORIES………………………………………………………….........….30
7.6   NUMBER OF PLAYERS…………………………………………...…………..........30
7.7   RESTRICTIONS…………………………………………………...…………............30
COMPETITIONS………………………………………………………...………...........…32
8.1   DEFINITION OF A COMPETITION……………………………...…………...........32
8.2   DEFINITION OF COMPETITIVE CLASSIFICATIONS………...…………............32
8.3   SANCTIONING…………………………………………………...…………….........32
8.4   RESTRICTIONS…………………………………………………...…………............33
8.5   NATIONALS……………………………………………………...………….............33
8.6   PROVINCIALS…………………………………………………...……..........………33
8.7   EXHIBITION GAMES…………………………………………………….........…….33
8.8   PROTESTS………………………………………………………………….........…...34
TOURNAMENTS…………………………………………………………………..............35
9.1   DEFINITION OF A TOURNAMENT……………….........………………………….35
9.2   TOURNAMENT CLASSIFICATIONS…………………….........…………………...35
9.3   AGE CATEGORIES…………………………………………….........……………….35
9.4   RESTRICTIONS………………………………………………..........………………..36
9.5   TOURNAMENT HOST………………………………………….........……………...36
9.6   SANCTIONING OF TOURNAMENTS………………………….........……………..36
9.7   TOURNAMENT REQUIREMENTS OF PARTICIPANTS…...……..........………...37
9.8   REQUIREMENTS OF TOURNAMENT HOSTS………………...….….........……...37
9.9   REQUIREMENTS OF THE GOVERNING BODY……………...…….…….........…38
9.10 TOURNAMENT RULES……………………………………........…….……………38
9.11 DISCIPLINE MEASURES…………………………………….............…………….40
LEAGUES……………………………………………………………...…............………...41
10.1 DEFINITION OF A LEAGUE………………………………...…………...........…...41
  10.2 LEAGUE SEASONS…………………………………………...………...........……..41
  10.3 LEAGUE CATEGORIES……………………………………...…..........….……...…41
  10.4 LEAGUE REGISTRATION…………………………..............…………….………..41
10.5 AFFILIATION…………………………………………….........…………….………42
10.6 SANCTIONING…………………………………………….........…………….…….42
10.7 LEAGUE MEMBERSHIP…………………………………..............………….…….43
10.8 LEAGUE REQUIREMENTS………………………………...…...........……….……44
DISCIPLINE………………………………………………………...………............….…..46
11.1 GENERAL…………………………………………………...……...........…….…….46
11.2 EXCLUSIVE JURISDICTION OF SOCCER NOVA SCOTIA…..............…….…..46
11.3 DISTRICT OR LEAGUE JURISDICTION………………………...…...........……..47
11.4 DISCIPLINE ACTION……………………………………………..……….............47
11.5 EXTENT OF AFFECTED ACTIVITIES……………………............……………….47
11.6 MISCONDUCT-DEFINED………………………………………................…...…..48
11.7 FILING OF COMPLAINT………………………………………..………................48
11.8 DISCIPLINE HEARINGS……………..………………………..……...............…...48
11.9 PUNISHMENT………………………………………………….............……...……50
11.10 APPEAL OF DECISION……………………………………...…….............……...50
11.11 DISCIPLINE GUIDELINES…………………………………...…………...............50
APPEALS……………………………………………………..................…………………58
APPENDIX A---LIST OF VDSA AND SNS FORMS…………................………….…..60

OVERVIEW

1. INTRODUCTION

This section provides an informal overview of Valley District Soccer (VDSA) – how it is organized, governed, who are its members, what are its programs. Where applicable, any topic that exists in the official bylaws or policies which define each in more detail will be italicized (e.g. Players). You should be able to locate such topics in the table of contents of the Bylaws or Policies and Procedures.

2. ORGANIZATION WITHIN VDSA

VDSA is responsible for organizing soccer activities for all its members. Activities include
competions, training and general administration.

Players are the ‘foundation’ membership units in soccer. Players register with Clubs, and as such, have the right to participate in competitions and training activities. Club membership automatically includes membership in all other member organizations of the Club, Leagues, and VDSA. Membership includes the obligation and acknowledgment for an individual to adhere to all bylaws, policies and procedures of all these organizations.

Clubs are the ‘grass root’ organization for registration of and program delivery to Players. Clubs form Club Teams and manage all team related activities including selection, registration, training, and coach selection. Clubs may also organize non-team related training or activities for its members. Clubs are members of VDSA and Leagues. Clubs register players, and where applicable, assign players to registered teams.

VDSA serves as the representative for its member Clubs and their players on Soccer Nova Scotia governing bodies.

Leagues organize seasonal league play for VDSA or Club teams. This includes creating divisions, schedules, and where applicable publishing standings and statistics.

3. DECISION MAKING LEVELS WITHIN VDSA

Within VDSA, decisions are made by the Board of Directors, the Executive Committee, VDSA committees, and Operations ( i.e. staff )

The Board of Directors consists of a representative from each Club that is in good
standing with the VDSA and Soccer Nova Scotia. The powers of the Board of Directors are vested to direct the affairs of the VDSA as outlined in the by-laws.

Between General Meetings of its members, the Board of Directors has the power to develop or update policies and procedures, or to strike committees or perform other tasks as so required to carry out the business of the VDSA.

The Board of Directors is supported by a number of Committees and delegates authority to each committee by approving its objectives, membership, duties and responsibilities. Each VDSA Committee consists of a Chair and Members. Each Chair is appointed by the Executive Committee based on the recommendation of the President or, in the case where the Chair is an Officer, is elected at an AGM. Other committee members are selected either by the Committee Chair in consultation with staff and subject to the veto of the President, or as outlined under specific Committee policies. Staff members, as required, provide support for committees.

The role of each committee is to assist the Board of Directors in directing the affairs of the VDSA.

The Executive Committee consists of the eight elected Officers on the Borad of Directors: President, Vice-President, Treasurer, Secretary, Competitions representative, Technical committee director, Registrar, Referee representive, and the Executive Director. During the intervals between meetings of the Board of Directors, the Executive committee possesses and exercises the powers of the Board of Directors in the management and direction of the affairs of the VDSA.

The Day to Day Operations of the VDSA are the responsibility of the Executive Committee and are carried out under its direction by its staff. The EXECUTIVE DIRECTOR is responsible for the implementation of operations.

4. VDSA ACTIVITIES

VDSA and its Members, through its Bylaws, Policies and Procedures, support all member soccer activities. The following is an overview of these activities that also identifies roles and responsibilities of organizations and governing bodies in these activities.

Competitions

The major competition format for teams is through Leagues. Leagues are registered either through VDSA of Soccer Nova Scotia depending on the clubs that play in the League. There are ‘provincial’, ‘inter-district’, and ‘district’ leagues. Leagues are responsible for forming divisions for applicable age categories and creating schedules for each club team in those divisions. Leagues may also be required to maintain standings and statistics. Depending on the league authority, the League may also be responsible for identifying one or more teams that will participate in the Provincial tournament for Soccer Nova Scotia.

Tournaments are organized by Districts, Clubs, Leagues, or Soccer Nova Scotia. All tournaments must be sanctioned by Soccer Nova Scotia and as part of this process must file pre-tournament reports and post tournament reports.

Tournaments must also form divisions by age categories and provide teams with schedules, and where applicable tournament specific rules. Soccer Nova Scotia controls Provincial tournaments, annually awarding host sites to Districts, and providing rules and regulations to govern provincial play through a Competitions Handbook.

VDSA and clubs also organize competitions through ‘exhibition games’ for their competitive teams or informal league play for recreational level teams and players.

Registration

Soccer Nova Scotia governs the registration of Players, Referees, Teams, and Coaches through policies and procedures. A province wide IT Registration System serves as the central database/application for all registrations. Registration of players, teams, and coaches is carried out by Clubs. Registrations are ‘seasonal’ – summer, winter, and spring, with registrations expiring at the end of each season. Soccer Nova Scotia insures registered players and coaches, and for the purposes of insurance, coverage begins at the time of registration and ceases prior to the next summer season

Coach Development

Coaching Development is the responsibility of Districts and Clubs, with direction and assistance from Soccer Nova Scotia Technical Committee through its Director of Coaching and Player Development. Coaching certification is required for all competitive coaches and strongly encouraged for ALL coaches. The Canadian Soccer Associations certification program, that is soccer specific training, is made available to coaches through regular coaching clinics organized by Soccer Nova Scotia and the VDSA.

Referee Development

Through the local referee associations and the Referees Committee, Soccer Nova Scotia provides officials with formal training and certification. Referees are also required to attend regular ‘refresher training’ and to insure adequate fitness levels, all officials must pass annual fitness tests.

Local referee associations also provide assessments during the season to help identify opportunities for improvement/advancement and ‘mentor programs’ to utilize existing expertise in training new officials.

Administration

VDSA provides administrative services to support all its members through its staff members. The primary focus of staff is District wide services, including but not limited to financial management, overseeing registration, organizing training programs, coordinating maintenance of bylaws, policies and procedures, and any other rules or regulations.

While many day to day administrative tasks of clubs and leagues are carried out by those individual organizations, VDSA staff can offer support and guidance.

top

POLICY DEVELOPMENT

1.1 GENERAL

1.1.1 A policy is a position statement adopted by the Board of Directors to define the intent of VDSA Bylaws or to cover matters related to administration managed by Association’s staff. Policy includes all Policies and Procedures or other rules and regulations adopted by VDSA. Policy does NOT include Bylaws.

1.2.1 TYPES OF POLICIES

1.2.2 There shall be two types of policies:

1.2.3 Member Policies; and

1.2.4 Operational Policies.

1.2.5 Member policies are those that affect members and member’s affiliated governing bodies.

1.2.6 Operational Policies are those that pertain to administration managed by staff.

1.2.7 Member Policies and associated Procedures shall be developed and approved in accordance with this policy.

1.2.8 Operational Policies and associated Procedures shall be developed and approved by the Executive Committee.

1.3 PROCEDURES

1.3.1 Procedures shall be detailed statements covering the manner in which a Policy will be executed.

1.4 DEVELOPMENT OF NEW MEMBER POLICIES AND PROCEDURES

1.4.1 Policy must be developed by the Board of Directors.

1.4.2 Policy must be customer driven and always developed, maintained, and evaluated from that perspective.

1.4.3 Any Member Organization, any member of the Board of Directors, any Committee, and any staff member may initiate the development of a Policy by submitting to VDSA Executive Director a proposal on a “Policy and Procedures Introduction” form provided by VDSA, in accordance with the procedures and timelines specified in ““Policy Development - Procedures and Timelines for Requests for Decisions”

1.4.4 The Executive Director shall ensure that the issue is properly identified, the intent is clear, and that adequate rationale is included.

1.4.5 The Board of Directors must decide on whether it agrees with the basic need and principal issue prior to the development of any new policy. If the Board of Directors agrees with the basic need and principal issue, it shall delegate the development and wording of the policy to the appropriate group or individual.

1.4.6 The group, committee, or individual delegated by the Board of Directors is to develop the policy; and

A) Shall advise VDSA Member Organizations that the policy is being developed and shall solicit Member’s input, which shall be in writing

B) Shall consult, as required, with other Association Committees, and Staff and each shall respond in writing;

C) Shall consult with the policy initiator as needed.

1.4.7 When policy development has been completed, shall submit the results, together with supporting documentation, on a Request for Decision form to the Executive Director as per “Policy Development - Procedures and Timelines for Requests for Decisions”.

1.4.8 The Executive Director shall verify that all procedures have been followed.

1.4.9 Once it has been established that proper procedures have been followed, the Executive Director shall arrange for the distribution of the Request for Decision (RFD) as per “Policy Development - Procedures and Timelines for Requests for Decisions”.

1.5 REVISIONS TO EXISTING MEMBER POLICIES AND PROCEDURES

1.5.1 Any Member Organization, any member of the Board of Directors, any Association Committee, and any Staff member may propose a revision to an existing Member Policy and Procedure by submitting a proposal to VDSA on a Request for Decision (RFD) form provided by VDSA, in accordance with “Policies – Requests for Decision“, and the procedures and timelines specified in “Policy Development - Procedures and Timelines for Requests for Decisions”.

1.6 REQUESTS FOR DECISION

1.6.1 Any Member Organization, any member of the Board of Directors, any Association Committee, and any Staff member may submit a Request for Decision (RFD) proposal to the Board of Directors for its approval.

1.6.2 The decision requested may pertain to the revision of existing, or the creation of new policy or procedure, or it may pertain to any other decision which requires Board approval.

1.6.3 RFD’s shall be submitted to VDSA’s Executive Director in accordance with the procedures and timelines specified in “Policies - Procedures and Timelines for Requests for Decisions”

1.7 PROCEDURES AND TIMELINES FOR REQUESTS FOR DECISIONS

1.7.1 RFD’s shall be submitted to VDSA’s Executive Director no later than sixty (60) days prior to the Board of Directors meeting (at which the RFD will be considered by the Board of Directors).

1.7.2 The Executive Director shall verify that all procedures have been followed.

1.7.3 Once it has been established that proper procedures have been followed, the Executive Director shall circulate the RFD to Member Organization, the Board of Directors, other Association Committees, Task Forces, and Staff no later than forty-five (45) days prior to the next Board of Directors Meeting, .

1.7.4 Members of the Board of Directors, Association Committees, and Staff members may submit written comments regarding the RFD to the Executive Director no later than twenty-one (21) days prior to the Board of Directors meeting.

1.8 APPROVAL OF MEMBER POLICIES AND PROCEDURES

1.8.1 Policies shall be approved by the Board of Directors at a regularly scheduled meeting.

1.8.2 Policies approved by the Board of Directors shall be in effect as of the date determined by the Board.

1.8.3 Publications of Policies approved by the Board of Directors shall be updated no later than thirty (30) days following approval by the Board.

1.8.4 Policies approved by the Board of Directors shall be ratified by the Membership at VDSA’s
Annual General Meeting.

top

COMMITTEES

2.1 MANDATE

2.1.1 The mandate of a committee shall be the objectives, duties, and instructions as determined by the Board of Directors.

2.1.2 A committee shall oversee the administration of a program, including:

a) budgeting

b) formal meetings

c) progress reports

d) periodic Board presentations

2.2 AD-HOC COMMITTEES

2.2.1 The Board of Directors may form an Ad-Hoc Committee as required.

2.2.2 The mandate of an Ad-Hoc committee shall be restricted to the mandate of the Board.

2.3 COMMITTEE SELECTION

2.3.1 The Chair of each Committee will be appointed through an application process initiated by the President and approved by the Board of Directors before appointment.

2.3.2 The Chair of each Committee will select the members of that Committee, subject to the Membership terms for the committee.

a) Where Membership terms of a Committee do not specify inclusion of a VDSA staff member, the President may appoint a staff person as an ex-officio member.

2.4 MINUTES OF MEETINGS

2.4.1 Minutes shall be kept of all meetings of VDSA and its Committees, and they shall be submitted for ratification at the next relevant meeting.

2.4.2 Copies of minutes of each Committee meeting shall be submitted promptly to that Committee’s members and to the Board of Directors.

top

CLUBS

3.1 GENERAL

3.1.1 A Club is a governing body operating one or more Teams or organized soccer programs under a common Executive.

3.2 CLUB REQUIREMENTS

3.2.1 All Clubs located within the geographic area of the VDSA must be members of their VDSA, and as such, are associated with VDSA.

3.2.2 In addition to requirements contained herein, Clubs must meet all additional requirements of their District for Club status.

3.2.3 A Club is responsible for all actions of its players, officials and spectators.

3.2.4 Clubs must adopt standardized bylaws as set out by Soccer Nova Scotia.

a) Clubs may include additional bylaws providing they do not conflict with the standardized bylaws or the bylaws, policies and procedures of Soccer Nova Scotia.

3.2.5 A Club is required to take all precautions necessary to prevent its players, officials, and spectators from threatening or assaulting anyone present at a game, especially the game official(s).

3.2.6 A Club must provide to the VDSA on or before the District Annual General Meeting, and to Soccer Nova Scotia on or before April 1 annually:

a) A copy of its Annual General Meeting Minutes;

b) A financial statement covering the previous year’s financial activities;

c) A list of its elected and appointed officers;

d) A copy of bylaws;

e) Proof of registration and good standing in the Registry of Joint Stocks.

3.2.7 A club should notify it’s District in writing within fifteen (15) days of any change of officers or any change of address.