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ST. JAMES ATHLETIC

CLUB HANDBOOK

August

2017 The St. James Athletic Club

3565 Hubble Road

Cincinnati, Ohio 45247

Web Site: www.stjamespanthers.org

ST. JAMES ATHLETIC CLUB HANDBOOK

Latest Revision: August 17, 2017 1 | P a g e

TABLE OF CONTENTS

1. STATEMENT OF PHILOSOPHY FOR THE ST. JAMES ATHLETIC CLUB ...................................................................2

2. ST JAMES ATHLETIC CLUB CONSTITUTION........................................................................................................4

3. LEGAL AND FINANCIAL MATTERS .................................................................................................................. 10

4. ROLES AND RESPONSIBILITIES OF SPORT COORDINATOR .............................................................................. 12

5. ROLES, RESPONSIBILITIES, AND SELECTION OF COACHES .............................................................................. 13

6. CODE OF CONDUCT ...................................................................................................................................... 16

7. TRYOUT GUIDELINES ..................................................................................................................................... 20

8. PROVISIONS FOR THE SAFETY AND WELL BEING OF CHILDREN ..................................................................... 23

9. ATTENDANCE POLICY FOR PRACTICES AND GAMES ...................................................................................... 24

10. GENERAL POLICIES ........................................................................................................................................ 25



1. STATEMENT OF PHILOSOPHY FOR THE ST. JAMES ATHLETIC CLUB 1.1. Purpose

1.1.1. The purpose of the St. James Athletic Club (SJAC) shall be the direction, promotion and operation

of any athletic program that exists currently or may be created in the future, for members of the

St. James Parish and/or St. James School.

1.2. Mission, Goals, and Guiding Principles 1.2.1. The St. James Athletic Club (SJAC) furthers the mission of the Catholic Church by providing sports

experiences for youth that are firmly rooted in the Catholic faith tradition, based on the goals of Catholic youth ministry, and aligned with the evangelizing mission of the Catholic Church.

1.2.2. SJAC is a form of youth ministry that leads young people closer to Christ through three overarching goals: 1.2.2.1. Goal 1. Discipleship: to empower young people to live as disciples of Jesus Christ in our

world today. 1.2.2.2. Goal 2. Participation: to draw young people to responsible participation in the life,

mission, and work of the Catholic faith community. 1.2.2.3. Goal 3. Growth: to foster the total personal and spiritual growth of each young person.

1.2.3. Discipleship, Faith and Family First: SJAC proceeds from and should always include Christian discipleship in the Catholic faith, in support of the parents and families whose children participate. SJAC policies and guidelines are developed with Christian discipleship, the Catholic faith, and family well-being as top priorities.

1.2.4. Evangelizing Mission: The whole Church and each of its members are called to the mission of evangelization; so too, is SJAC a part of that mission. Participants, parents, families, coaches, fans, and alumni – all those involved in some way in SJAC– are invited into this evangelizing mission bringing the good news of Jesus Christ to a world much in need of it.

1.2.5. Responsible Participation in the Church: SJAC will reflect the priority of regular, consistent, and responsible participation in the Church, in her worship, education, community, ministries and service to the world. St. James includes policies and best practices affirming the priority of active participation in the Catholic faith community, including faith formation as well as worship on Sundays, Holy Days and during liturgical seasons.

1.2.6. Faith, Character and Virtue Development: In SJAC, winning, performing, and succeeding are always subordinate to the development of faith, character and virtues in participants and their families. SJAC establishes policies and best practices regarding Christian behavior, good sportsmanship, and fair play for players, coaches, volunteers, athletics organizations, and parents, in line with the Great Commandments, the Ten Commandments, and the Golden Rule.

1.2.7. Trained and Competent Coaches and Athletics Leaders: Coaches and athletics leaders serving in SJAC understand their roles as forms of youth ministry leadership, and will get training that leads to competence not only in coaching a given sport, but also in modeling and sharing faith, developing young Catholic disciples, and helping young people and their families stay meaningfully connected to the Catholic Church.

1.2.8. Safety and Well-being of Children: The safety and well-being of young people in SJAC are paramount. SJAC describes policies and best practices to promote the safety and well-being of children.

1.2.9. Good Stewardship and Accountability: SJAC will demonstrate good stewardship of money and other resources, with trustworthy and transparent systems of financial accountability.

1.2.10. In and through the experience of SJAC, children and their families will better follow Christ, be drawn closer to the Church, and will grow in character, virtues, and Christian service.



1.2.11. SJAC is an integral part of the mission, ministries, and life of the parish and is committed to that mission above and beyond other considerations. SJAC is under the direct authority of the Pastor. SJAC is part of the youth ministry of the Catholic Church, with leaders, coaches, adult volunteers, and parents who understand the youth ministry mission of Catholic Youth Athletics (see Mission, Goals and Guiding Principles). SJAC is guided by the mission, goals and principles of the Charter on Catholic Youth Athletics (see Mission, Goals and Guiding Principles) and, a source of inspiration, character development, virtue and Catholic Christian behavior that ideally will be beyond reproach.

1.2.12. The youth ministry mission of St. James Parish is the mission of SJAC. SJAC is an extension of the mission and youth ministry efforts of St. James Parish. SJAC is responsible for organizing, coordinating and sustaining high quality athletics experiences for young people that build up their faith, character, virtues, self-confidence, communication capabilities and leadership skills, in the context of athletics. SJAC stands in for Jesus when he says, "Let the children come to me, and do not prevent them; for the kingdom of heaven belongs to such as these." Matt. 19:14



2. ST JAMES ATHLETIC CLUB CONSTITUTION 2.1. Name

2.1.1. The name of this club shall be the St. James Athletic Club, also known as the SJAC. The address

shall be 3565 Hubble Road, Cincinnati, Ohio 45247

2.2. Board of Trustees – Structure and Elections 2.2.1. The St. James Athletic club will be governed by a Board of Trustees. This Board of Trustees, also

referred to as the Board, will consist of seven (7) Trustees, two (2) Athletic Directors, one (1)

Treasurer, and one (1) Secretary

2.2.2. The Trustees will serve a two (2) year term. The Trustees will appoint the Athletic Directors,

Treasurer and Secretary to serve two (2) year terms.

2.2.3. No person may be elected to and/or serve on the Board of Trustees if there is a spouse or

immediate family member already serving on the Board of Trustees

2.2.4. In December the Board will select its President and Vice President from its elected Trustees to

serve one (1) term of office. The President will serve one (1) two year term to be succeeded by

the Vice President if he or she wishes to serve in that role.

2.2.5. Any serving Board member may be nominated and re-elected, or appointed by the Board, for

more than one (1) term; however, no member shall serve more than two (2) consecutive years as

President of the Club.

2.3. Functions of the Board 2.3.1. The President shall preside at all Club meetings, read to the Club all official communications and

attend to the correspondence of the Club. He/she shall keep a roster of those who attend the

meetings.

2.3.2. The Vice President shall assume the duties of the President in his/her absence and also assume

the duties of the Secretary in his/her absence.

2.3.3. The Athletic Director shall:

2.3.3.1. Chair the athletic committee.

2.3.3.2. Select and oversee the coordinators for all sports programs. The SJAC Board

must approve the coordinators by majority vote.

2.3.3.3. Present the coordinator’s recommendations as well as their own recommendations for

head coaches to the SJAC Board for approval.

2.3.3.4. Approve of assistant coaches that are chosen by the head coaches. Assistant coaches

will be given priority consideration for any head‐coaching job that opens in their sport.

Disagreements regarding assistant coach assignments may be brought to the board by

the sport Coordinator.

2.3.3.5. Resolve conflicts that arise between any coaches or coordinators.

2.3.3.6. Manage the budgets for all sports with assistance from the sports coordinator. Budgets

and purchases will be presented to the St. James Athletic Club board annually for

approval and updates will be given at each meeting.

2.3.3.7. Oversee any necessary tryouts for our sports programs.

2.3.3.8. Assure that proper coaches orientation meetings are conducted prior to each sport

season. This will include any orientation that is dictated by our pastor, our board, or

our respective leagues.



2.3.3.9. Report to the St. James Athletic Club board and the general membership on a regular

basis. Athletic Directors shall regularly attend monthly membership meetings or send a

report on the athletic programs under their supervision to the president or vice

president in cases where the Athletic Director cannot attend. Report on any

disciplinary activities that occur in our athletic programs.

2.3.3.10. Act as liaison to any leagues, conferences, or tournaments the SJAC has teams that

participate in conjunction with sports coordinators.

2.3.3.11. Be responsible for league fee disbursement and roster coordination. Will report to the

board of any league function that needs attention.

2.3.4. The Treasurer Shall

2.3.4.1. Prepare annual budgets.

2.3.4.2. Collect fees and dues.

2.3.4.3. Pay outstanding bills approved by the Club promptly upon receipt

2.3.4.4. Maintain accurate records of receipts and expenditures

2.3.4.5. Prepare and present monthly financial reports to the Club at General meetings.

2.3.4.6. Provide accurate, complete and timely reports as required by the organization, parish,

the Archdiocese and the government.

2.3.4.7. Provide guidance to sport coordinators on sports fees, expenditures and budgets to be

presented to the board for approval.

2.3.5. The Secretary shall

2.3.5.1. prepare and present and retain the minutes of all Board and General Meetings of the

Club.

2.3.5.2. SJAC secures anonymous, written evaluations of coaches from parents whose children are participating in the athletics program at least on an annual basis, and can obtain more frequently during or after sports seasons. The secretary shall ensure these evaluations are sent out in a timely basis following the conclusion of the sport season. 2.3.5.2.1 Evaluations shall be retained for at least three years to allow for continuity

of perspective in working with coaches. Leaders of the SJAC are responsible for establishing a secure and confidential location for these.

2.3.6. An annual budget shall be presented and approved by the Board of Trustees at the February

meeting to show income and expenditures of the coming year.

2.3.7. The Board of Trustees is responsible for the rules and operating procedures of the St. James

Athletic Club stated in the St. James Athletic Club Handbook. The Board must review their

policies including constitution and committee outlines annually and amend appropriately.

2.3.8. This St. James Athletic Club Handbook may be amended at any regular meeting of the Club by

two-thirds (2/3) affirmative vote of those present and qualified to vote accordingly, provided the

proposed amendment shall have been presented in writing at two (2) previous meetings.

2.3.9. Robert’s “Rules of Order” Revised will be the authority of the Club on all matters on which this

constitution is silent.

2.4. Board Trustee Discernment Procedure 2.4.1. At the SJAC September Board meeting, the upcoming available trustee positions will be verified

and documented in the meeting minutes. Immediately following the September Board Meeting,

the upcoming available trustee positions on the SJAC Board will be communicated on the Athletic

Club Website along with Section 1 of the Handbook for review by those interested.



2.4.2. Trustee nominations will be presented at the October General meeting. Nominations will also be

accepted from the floor. Nominations will not be accepted after the October General meeting.

2.4.3. Trustee discernment will be held at the November Board meeting. At the discernment meeting,

the Board may meet the nominees, ask them questions and dismiss them for a period of prayer

and consideration. The sitting Board will discern and decide upon new Board Trustees. All

nominees will be notified in writing of the Board’s decision by the sitting Board President.

2.4.4. Installation of the officers for the Board and selection of the Secretary, Treasurer, and Athletic

Directors will occur at the December Board meeting. New Members will officially begin their

term and duties immediately following their installation at the beginning of the December Board

Meeting.

2.4.5. In the event a trustee position is vacated prior to the end of the trustee’s term, the following shall

apply:

2.4.5.1. If the vacated trustee position’s term was to end during the current fiscal year at the

December meeting, that position shall be left vacant and filled using the process

described above or an abbreviated version if required to complete the process prior to

the December meeting

2.4.5.2. If the vacated trustee position’s term was to end during the next fiscal year, i.e. that

trustee was in the first year of their two year term, the position shall be filled using the

process described above or an abbreviated version if required to complete the process

prior to the current fiscal year December Meeting. This trustee position will be for a one

(1) year term, following which the trustee position will be filled using the process

described above for the normal two (2) year term.

2.5. General Membership Meetings 2.5.1. The St. James Athletic Club shall hold no less than nine (9) general membership meetings during

the calendar year.

2.5.2. General Membership Meetings are typically the second Monday of every month with the

exception of July, August, and December.

2.5.3. Meeting dates and times may be changed due to events such as the parish festival, spring break,

snow emergencies, etc. with the recommendation of the President and majority vote of the

Board Members.

2.5.4. All general membership meetings of the board shall be opened to all interested parties. In the

event a SJAC member or interested party wishes to present a topic for discussion at a meeting,

he/she is to submit the issue in writing to the President at least three days prior to the scheduled

meeting.

2.5.5. The agenda for the monthly meeting shall be issued to board members at least one day prior to

the meeting. A typical general membership meeting may include the following items: Opening

Prayer; Review and Approval of Minutes; Treasurer’s Report; Field Report; Concessions Report;

Boys AD Report, Girls AD Report, Sports Liaison and Charter Compliance, and Board Only Session.

2.5.6. General membership meetings will typically be immediately followed by a Board Member Only

meeting to provide a forum for discussion of matters not suited for an open discussion. These

matters could include but are not limited to disciplinary actions, sensitive financial matters, etc.

2.5.7. Minutes of the board meetings shall be recorded by the Secretary and approved at the following

meeting or by email.



2.5.8. All trustees are expected to be present for all meetings. Three consecutive absences or a total of

four absences in a calendar year will be sufficient ground for replacement.

2.5.9. The annual Board of Trustees meeting will be held in December. Any additional Board meetings

will be held at the discretion of the current Board of Trustees.

2.5.10. Dates and times of the above mentioned meetings will be decided by the Board.

2.6. Committees 2.6.1. Functional committees may be formed at the discretion of the Board to aid in the operation of the

SJAC.

2.6.2. All Board trustees shall serve on the Fundraising committee. In addition to serving on the

fundraising committee, each Board trustee shall oversee and participate in at least one committee

per calendar year, to be decided upon at the annual Board of Trustees meeting in December of

each year.

2.6.3. The at large membership of the club will be encouraged to be members of the below committees.

Sub-committees can be formed within each committee to facilitate proper operation of the

committee.

2.6.4. The functional committees may include:

2.6.4.1. The Public Relations Committee: Responsibilities may include the year planning calendar,

club newsletter, intercommunity communications, inter-parish communications, signup

notifications, AC pictures, social media communications and any other appropriate PR

functions. This committee should work closely with the SJAC Secretary. Nominations and

elections are a function of this committee.

2.6.4.2. The Fundraising Committee: This committee consists of the entire SJAC Board. Each year

during the budget presentation and review, current and new fund raising events will be

examined. The decision will be made to pursue the appropriate fundraisers for the year.

2.6.4.3. The Field Maintenance and Supervision Committee: This committee oversees scheduling,

maintenance, and field preparation for all athletic club events. It is also responsible to

create and oversee the budget for this purpose.

2.6.4.4. Concession Committee: This committee is responsible for purchasing and sale of goods

for all events of the athletic fields. In the event that the club uses an outside source to

help in this function, a representative of this source is a member of this committee.

2.6.4.5. Finance Committee: The club treasurer and two other members of the SJAC Board of

Trustees must serve on this committee. This committee will deal with fee structures,

budgets and all other matters of the club

2.6.4.6. Grievance Committee: The Grievance Committee is responsible for managing the

grievance process. Its purpose is to effectively manage and resolve any problems or

conflicts in the athletics program that have reached the point of initiating that process.

The Grievance Committee consists of the Board of Trustees. Decisions of the Grievance

Committee are final; however, an appeal may be made to the Archdiocese of Cincinnati

Catholic Youth Athletics Commission if (a) due process as described in the Organizational

Documents of the SJAC has been claimed to have been violated; or (b) other non-

compliance with the SJAC’s Organizational Documents and the Archdiocese of Cincinnati

Charter on Catholic Youth Athletics has been credibly alleged. (WHOLE BOARD)

2.6.4.7. SJAC’s Faith in Sports Committee will be responsible for communicating the spirit,

mission, goals and principles of St. James Parish to all in the athletic club.



2.6.4.7.1. The Faith in Sports Committee will include a pastor-appointed Spiritual Liaison 2.6.4.7.2. SJAC’s designated Spiritual Liaison will have the following qualities and

responsibilities and will be aided and counseled by the committee s/he serves on.

• Catholic: The Spiritual Liaison should be an active Catholic in good standing with the Church. The Spiritual Liaison may be ordained, religious or lay, a paid staff member, or a volunteer. In St. James Parish, the Spiritual Liaison should be recommended by the SJAC Board and approved by the Pastor and report directly to him or his designee.

• Communication: Responsible for communicating the spirit, mission, goals and principles of the Charter on Catholic Youth Athletics to all in the athletics organization.

• Meetings and monitoring: Ensure that the annual coaches’ ministry meeting(s) is (are) scheduled. Attend the annual coaches’ ministry meeting(s) and monitor attendance at such meetings by the coaches.

• Promote ministry spirit: Assist coaches in implementing a spirit of ministry, as reviewed annually at the Coaches’ ministry meeting, in practices and games throughout the season.

• Resources: Provide resources, including prayers and other resources, to assist coaches in their youth athletics ministry.

• Listening: Be a listening ear outside of the athletics organization for coaches, parents or athletes.

• Develop guidelines: In consultation with the Pastor and SJAC leadership, establish any guidelines to be fulfilled by coaches or teams to integrate Catholic/Christian faith and spirituality more fully into the athletics programming.

• Be a member of the SJAC Grievance Committee.

• Be a member of the Coaching Committee to discuss end-of-year evaluations of coaches and to discuss their return in future years.

• Evaluation: An annual review of the Spiritual Liaison should take place with the Pastor with input from coaches and SJAC leadership.

2.7. General Membership 2.7.1. General membership in the St. James Athletic Club is open to all “active” St. James Parish

members. “Active” is defined as a registered member of St. James Parish; or attending St. James

School; or attending religious education classes (CCD) at St. James.

2.7.2. The Board of Trustees may consider and grant an exemption to any child attending another

Parochial school within the diocese and wishing to play sports for St. James Athletic Club.

2.7.3. Any individual member’s or Family members dependents, of high school age and under, who

meet the age requirements of the applicable league are eligible to participate in the St. James

Athletic Club sponsored programs.

2.7.4. Family membership is defined as spouses and family dependents of high school age and under,

who meet the age requirements of the applicable league.

2.7.5. A coach that has coached in the current membership year, that has no dependents participating

in St. James Athletic Club sponsored programs, is considered a member of the St. James Athletic

Club.



2.7.6. Compliance with Archdiocese of Cincinnati Charter on Catholic Youth Athletics Required as a

Condition of Participation. SJAC and its members are responsible for conducting youth athletics

in compliance with the Archdiocese of Cincinnati Charter on Catholic Youth Athletics. Individuals

found to be not in compliance with this Charter will no longer enjoy the privileges connected with

Catholic Youth Athletics, including but not limited to:

2.7.6.1. Being permitted to be identified with Catholic Youth Athletics;

2.7.6.2. Being allowed to participate in Catholic Youth Athletics;

2.7.6.3. Being allowed to use Facilities; and

2.7.6.4. Having access to parish or school communications to convey information about youth

athletics.

2.8. General Member Voting Rights 2.8.1. An individual member is entitled to one vote on all voting issues. A family membership entitles

each spouse to one vote on all voting issues.

2.8.2. No individual can have more than one vote on any voting issue.

2.8.3. The general membership is entitled to vote on all club issues other than those items noted in the

constitution as being the sole responsibility of the Board of Trustees.

2.8.4. Voting issues can may be postponed until the following general meeting with a majority vote of

the Board.

2.8.5. All business issues require a majority affirmative vote of the current SJAC members in attendance

at the general meeting.



3. LEGAL AND FINANCIAL MATTERS 3.1. Compliance with Laws and Policies

3.1.1. SJAC will be accountable to the Pastor (including resources, finances, buildings, insurance, and

other matters). See Legal, Financial & Insurance in the Archdiocesan Charter for all items not

specifically discussed in the SJAC Handbook. SJAC will be a fiscally responsible steward of its

monies and other resources, with revenues and expenses accounted for through normal parish,

financial accounting.

3.1.2. Financial Responsibilities: The SJAC will be responsible for overseeing all financial matters of the

Club and will ensure transparency and accountability regarding the finances of the organization.

Refer to Section 2 for duties of the Treasurer.

3.1.3. Compliance with Laws and Policies. SJAC and its members shall abide by all Church,

Archdiocesan, federal, state, and local laws and policies.

3.1.4. Policies regarding financial bookkeeping, accounting, and accountability. SJAC is governed by

Archdiocesan policy with regard to financial bookkeeping, accounting and accountability. As

such, SJAC is responsible to and under the direct authority of the Pastor of St. James the Greater

Church for timely, accurate and complete financial reports.

3.2. Transportation Laws and Policies 3.2.1. The same laws, policies and guidelines that govern other Archdiocesan programs, schools and

ministries are in effect for athletics programs under Catholic parish or school auspices, as follows:

3.2.1.1. Laws:

3.2.1.1.1. In an automobile, all passengers must wear seat belts, with not more than one

passenger per seat belt.

3.2.1.1.2. Schools must transport by bus (by mandate of the Ohio Department of

Education and the Ohio Revised Code).

3.2.1.2. Policies:

3.2.1.2.1. If it becomes necessary for any priest, deacon, auxiliary services personnel,

personnel furnished by a third party contractor, employee or volunteer to

provide transportation for children, the following guidelines must be strictly

observed:

3.2.1.2.2. Priests, deacons, auxiliary services personnel, personnel furnished by a third

party contractor, employees or volunteers must never transport one child

alone. There are expected to be at least two adults in every vehicle that

transports children. In exceptional situations, it may be permitted for one

adult to transport children in a vehicle, provided a caravan of vehicles goes

directly from point A to point B, with no stops in between;

3.2.1.2.3. When traveling in a caravan there must be a minimum of one adult in every

vehicle. If a vehicle is traveling alone, there must be at least two adults in the

vehicle;

3.2.1.2.4. Children must be directly transported to their destination, or make only

previously planned stops (e.g. stopping for food or gas on a long trip). If an

emergency stop must be made, all reasonable efforts must be made to ensure

that two adults are present (e.g. calling another car in the caravan to pull over

as well);



3.2.1.2.5. Children must never be transported without written permission from the

child’s parent or guardian;

3.2.1.2.6. Clerics, auxiliary services personnel, personnel furnished by a third party

contractor, employees or any volunteers must avoid unnecessary physical

contact with children while in the vehicle.

3.2.2. 15-passenger vans have been prohibited since May 2005 as per the recommendation of the

General Secretary of the United States Conference of Catholic Bishops (USCCB).

3.2.3. For liability reasons, the Archdiocese prefers that buses rented from a third party who supplies

the driver are used for transportation.

3.2.4. When Church leaders are providing transportation for an event, a teen may drive him or herself

(and siblings) only with written permission of the parent or guardian. They may not transport

other passengers.

3.2.5. The driver’s insurance is the primary insurance coverage, not the Archdiocese.

3.2.6. If an event begins and ends at the site of an activity, the Church leader does not need to organize

the transportation.

3.2.7. Church leaders never organize transportation for parish or school events using drivers under the

age of 21.



4. ROLES AND RESPONSIBILITIES OF SPORT COORDINATOR 4.1. General Roles and Responsibilities

4.1.1. A sport coordinator has a general responsibility to enforce the code of ethics, report to the AD,

and serve as the point of contact for program questions and any issues that occur within their

respective programs.

4.1.2. Each coordinator will have specific duties that are a function of their sport.

4.1.3. All Coordinators shall:

4.1.3.1. Develop a yearly sports budget.

4.1.3.2. Help with their sport sign-up.

4.1.3.3. Obtain rosters, insurance paperwork, etc. and have this properly turned into the league

officials. This is accomplished with the help of the AD.

4.1.3.4. Disperse uniforms (practice and game) whenever necessary.

4.1.3.5. Collect uniforms through coaches at seasons’ end.

4.1.3.6. Coordinate scheduling with the league office through the AD.

4.1.3.7. Coordinate and oversee any tryouts and selections with the coaches of the sports

whenever tryouts are necessary in accordance with Archdiocesan Charter and with the

Tryout Guidelines that are part of this Handbook.

4.1.3.8. Oversee and approve recreational player assignments to teams whenever multiple

teams are available for a sport as the league permits.

4.1.3.9. Coordinate and oversee coach orientation meetings that are held for their sport.

4.1.3.10. Coordinate, along with the scheduling supervisor, any facility scheduling for the sport.

4.1.3.11. Provide a list of suggested head coaches to the AD for their respective sport.

4.1.3.12. Attend a minimum of two board meetings per year – one the month prior to their sport

season’s beginning and one immediately following to report on the outcome of the

season.

4.1.3.13. Send written notice of all grievances to the Board via email

to [email protected]. This notice is intended to make the board aware of

concerns within the Club. The board will not take action unless requested to do so by

the sport coordinator. If a general member or outside entity files a grievance directly

to the board level, the board will contact the sport coordinator to notify them.

4.2. Coordinators for the St. James Athletic Club 4.2.1. Boys: Basketball, Baseball, Football, Track, Golf and Soccer

4.2.2. Girls: Basketball, Softball, Volleyball, Track, Cheerleading, Golf and Soccer

mailto:[email protected]



5. ROLES, RESPONSIBILITIES, AND SELECTION OF COACHES 5.1. Basis for Coach Selection

5.1.1. Age Requirements for SJAC coaches:

5.1.1.1. Head coach (at high school or elementary levels): A head coach should be at least 21

years of age and in compliance with the Decree on Child Protection.

5.1.1.2. Coach (at high school level): At least 21 years of age and in compliance with the Decree

on Child Protection.

5.1.1.3. Coach (at elementary level): At least 19 years of age, a high school graduate, and in

compliance with the Decree on Child Protection.

5.1.2. Criteria:

5.1.2.1. In recruiting and selecting coaches for teams, SJAC selects coaches based on these

criteria:

5.1.2.1.1. Virtues: Lives the values and virtues of the Catholic faith whether or not a

member of the Catholic Church.

5.1.2.1.2. Capabilities: Knowledgeable about coaching children in a particular sport.

5.1.2.1.3. Rapport: Exhibits a positive rapport with both children and adults.

5.1.2.1.4. Maturity: Exhibits appropriate maturity (e.g., level-headed, able to control

temper, take responsibility for mistakes, accept criticism).

5.1.2.1.5. Commitment: Able to commit the time necessary for preparation, practices

and games.

5.1.2.2. SJAC head coaches are preferred to be active, practicing Catholics in good standing

with the Church and active in their parishes.

5.1.3. A list of suggested coaches is provided by the Sport Coordinator to the Athletic Director for each

sport. The Athletic Director will submit the coordinator and their own recommendations to the

board who then approves coach based on the above criteria.

5.1.4. Following board approval, the list of coaches are sent to the Parish Office to verify each coach is

in compliance with the VIRTUS Training required in accordance with the Archdiocesan Charter.

5.2. General Coach Responsibilities 5.2.1. Coaches will obtain roster and league forms and they are to be with the team at all practices and

games. This is especially important for health information in case of injury.

5.2.2. Coaches are strongly recommended to participate in all SJAC sanctioned functions, eg. Banquets,

coach’s clinics, team pictures, or any event pertaining to their sport.

5.2.3. Coaches will help the AD and coordinators in the disbursement and collection of uniforms.

5.2.4. Coaches will insure that the athletes understand the value of the equipment and treat the

equipment properly.

5.2.5. Coaches are responsible for dispersing the game and practice schedules to the athletes, Athletic

Director and the Sports Coordinator.

5.2.6. All Coaches must be VIRTUS trained and in good standing in accordance the Archdiocesan

Charter.

5.2.7. All Coaches must attend one Coaches Ministry Meeting annually in accordance with the

Archdiocesan Charter.

5.2.8. Coaches shall abide by and uphold the SJAC Handbook and the mission, goals, principles, policies

and procedures of the Charter, including the Archdiocese of Cincinnati Decree on Child

Protection, and the SJAC Code of Conduct.



5.2.9. Coaches shall represent the team with a high level of sportsmanship, integrity and respect

towards team, parents and opponents at all times (sidelines and practices included).

5.2.10. Coaches shall support and assist in the spiritual, emotional, social and physical development of all

players by providing opportunities for athletic skills training, character development, and spiritual

growth.

5.2.11. Coaches shall work with the athletic organization’s Spiritual Liaison to ensure an environment

conducive to growth in faith, character, and virtues. Reinforce with children and their families the

importance of faith and religious practices including Sunday Mass, Holy Days of Obligation and

regular, ongoing religious education.

5.2.12. Coaches shall ensure that prayer happens at each practice and game.

5.2.13. Coaches shall ensure that assistant coaches are clear on the SJAC Code of Conduct and how they

are expected to enforce it in practice. All coaches, including head coaches, are expected to sign

and submit copies of the Code of Conduct affirming their commitment to it. These should be

retained and kept on file at the parish and/or by the SJAC Board.

5.2.14. Coaches should reference and implement Section 8, Provisions for the Safety and Well Being of

Children.

5.2.15. The head coaches and their assistants are to be encouraged to attend the Athletic Club meetings

during their coaching season.

5.3. Roles of Coaches 5.3.1. Be familiar with Archdiocesan Charter.

5.3.2. Know the rules of the game and teach them to the athletes.

5.3.3. Be genuinely interested in the athlete as a person. Each is an individual. Treat the child as you

would wish to be treated.

5.3.4. Be aware at all times that you are dealing with young children, not high school students, or pro

athletes.

5.3.5. Know how to inspire and motivate young people. Be understanding, and set a good example.

Recognize that a child's attention ability is not that of an adult.

5.3.6. Abide by all rules set by the league.

5.3.7. Treat the officials with respect, no matter what the call.

5.3.8. Exhibit exemplary conduct at both practices and games. Team discipline reflects the coach 100%.

Show respect for opposing coaches, team members and spectators.

5.3.9. Coach clean, skillful, honest and sportsmanlike.

5.3.10. Stress good sportsmanship. The coach is responsible for the conduct and attitude of the players.

5.3.11. Teach the true meaning of sports. Let the child be a child first. To grow up and have fun naturally.

Teach the child to appreciate sports.

5.3.12. Help maintain a climate of enjoyment among the players and spectators by discouraging negative

remarks or harassment of players, officials or other spectators.

5.3.13. Work at team morale as far as team skills and tactics. Have fun and allow your players to enjoy

practices and games.

5.3.14. Keep winning in proper perspective. Teach - Winning is important. Nothing is wrong with winning,

but so is accepting a loss. Stress constant striving for excellence.

5.3.15. In dealing with team members, maximize praises and minimize criticism. Make corrections slowly

and calmly in a manner tailored to the individual.



5.3.16. Since all players have made the team, a responsible amount of playing time should be considered

for all players.

5.3.17. Coach all players with equal vigor.

5.3.18. Learn to accept defeat. Coaches who can't accept defeat are not good for the child.

5.3.19. There will be no smoking, tobacco, or drinking of alcoholic beverages permitted on the field

during games or practices.

5.3.20. Members of any St. James team should conduct themselves in a manner that is a credit to their

uniforms, school and this organization. The coaches are responsible for overseeing this activity.

5.3.21. Minimum Requirements for Coach Preparation

5.3.21.1. Compliance with Archdiocese of Cincinnati Decree on Child Protection

5.3.21.2. Annual Coaches’ Athletics Ministry Meeting.

5.3.21.2.1. SJAC is expected to have at least one meeting per year for all coaches in

which they receive a presentation of the mission, principles and goals of

Catholic Youth Athletics ministry and the SJAC Code of Conduct, along

with any updates on safety, Charter developments, Best Practices,

changes in St. James Parish policies or practices, and other matters. St.

James Parish has the option of offering this at least once for everyone or

multiple times as per sports seasons.

5.3.21.2.2. The Commission will provide resources to assist in this training.

5.3.21.3. SJAC secures anonymous, written evaluations of coaches from parents whose children

are participating in the athletics program at least on an annual basis, and can obtain

more frequently during or after sports seasons.

5.3.21.3.1. SJAC leaders review evaluations and use them in assisting coaches in their

development, counseling them on problems, working with them to

correct serious deficiencies, using them to determine that a coach needs

to be replaced, and when warranted keeping parish or school leaders

informed.

5.3.21.3.2. Head coaches will be evaluated after every season to ensure they

are representing the team with a high level of sportsmanship, integrity

and respect towards team, parents and opponents at all times (sidelines

and practices included).

5.3.21.3.3. Head coaches will be considered for reappointment year to year in order

to maintain organization, coordinating and sustaining high quality

athletics experiences for young people that build up their faith, character,

virtues, self‐confidence, communication capabilities, understanding and

appreciation for the sport, and leadership skills, in the context of athletics.

5.3.21.4. SJAC may use as a Best Practice – Biennial Red Cross Certification.



6. CODE OF CONDUCT 6.1. Overview

6.1.1. The St. James Athletic Club (SJAC) represents the entire St. James community through the

sportsmanship of our coaches, players, family, and friends. It is expected that anyone involved in

St. James Athletics strictly adhere to the Code of Conduct. All Athletes and associated family and

friends must adhere to the Code of Conduct in activities related to any athletic event sponsored

or sanctioned by St. James. Student Athletes and those associated with the player must

understand that any violation of the listed rules of conduct will result in disciplinary action

deemed appropriate by the St. James Athletic Club. These may include game or season

suspensions as directed by the board. Listed below are the guidelines for the St. James

community.

6.2. Prohibited Actions 6.2.1. Drug or Alcohol Use

6.2.2. Possession or consumption of alcoholic beverages by adults at alcohol free events

6.2.3. The use of foul or inappropriate language

6.2.4. Vandalism

6.2.5. Theft

6.2.6. Immoral Behavior

6.2.7. Fighting

6.2.8. The Use of Weapons

6.2.9. Abusive or Aggressive Behavior

6.2.10. Inappropriate Physical Contact

6.2.11. Possession of any item or material deemed harmful or hazardous to others

6.2.12. Unsportsmanlike conduct

6.2.13. Ejection or dismissal from a game, facility or field of play

6.2.14. Physical or verbal intimidation of any individual (includes other parents, referees, players, etc.)

6.2.15. Conduct inappropriate in comparison to normal behavior of a Catholic elementary student

athlete

6.2.16. Failure to demonstrate respect and support for the coaching staff and other players

6.2.17. Violation of specific policies, regulations and/or procedures of the St. James Athletic Board

6.3. Scope of the Code of Conduct 6.3.1. Parents, friends, and relatives are not to approach a coach to discuss the current game until 24

hours have passed.

6.3.2. Parents are to express their grievance first with their coach. The coach will attempt to

adequately resolve the concern.

6.3.3. Matters of unresolved or significant disagreements between coaches and parents, concerns

about opposing teams/coaches, umpires, rules, field conditions, etc. should be arbitrated first

through the sport coordinator and, if necessary, then escalated to the SJAC Athletic Director who

will present the grievance to the board.



6.4. Policy Guidelines for Disciplinary Action 6.4.1. First Infraction – Before, during or after a game or practice - Student athlete is disqualified for the

rest of game or practice and disqualified for the next game

6.4.2. Second Infraction – Before, during or after a game or practice - Student athlete is disqualified for

rest of game/match or practice and is disqualified for the next two games/matches and practices

until the two games have been played.

6.4.3. Third Infraction – Before, during or after a game or practice - Student athlete is declared ineligible

for the rest of the season and must apply for reinstatement to the St James Athletic Club for

considerations of participation in any St James sport program.

6.4.4. If a person associated with a player gets ejected from a game, that individual will be suspended

for one game/match.

6.4.5. These penalties are in addition to any league mandated disciplinary action.

6.5. Relationship of School/Athletics in Disciplinary Actions 6.5.1. In accordance to the privacy rules of St. James School, this document gives permission for the

school administration to communicate with the St. James Athletic Club Board with respect to

disciplinary action that involves St. James student athletes.

6.5.2. If a student is suspended from school, the student will be suspended from two consecutive

games/matches, and practices until the two games/matches have been played, for each day of

suspension. The student will be required to attend the games during the suspension, but is not

allowed to participate. Suspensions are extended for each game the child does not attend. It is

the responsibility of the parent and student athlete to inform their coach and the Athletic

Director of any school suspension. Any inappropriate delay in notifying the coach and Athletic

Director may result in a longer athletic suspension as dictated by the St. James Athletic Club

Board.

6.5.3. All other policies and procedures set by the school, St. James Athletic Club, and all St. James

governing bodies remain in effect.

6.5.4. Any disciplinary action will be discussed with the coach, Sport Coordinator, Athletic Director, and

members of the St. James Athletic Club. Upon approval of the discipline, the Sport Coordinator

and Head coach will meet with the parents and player to discuss the indiscretion and subsequent

punishment.

6.5.5. If a student is placed on academic probation as outlined in the St. James Parents Handbook, that

child is not eligible to participate in athletic games. That child’s progress will be reviewed every

two weeks in accordance with the guidelines established by the school. Once the academic

probation is removed, the child may participated in athletic games.

6.6. Archdiocese of Cincinnati Catholic Youth Athletics Code of Conduct Items 6.6.1. Spirit of Catholic Youth Athletics.

6.6.1.1. Treat everyone with respect and love according to the Great Commandments: “You

shall love the Lord, your God, with all your heart, with all your soul, and with all your

mind. This is the greatest and the first commandment. The second is like it: You shall

love your neighbor as yourself. The whole law and the prophets depend on these two

commandments.” Matt. 22:37-40



6.6.1.2. Demonstrate good sportsmanship, patience, manners and an attitude indicative of the

spirit and mission of the Catholic Church.

6.6.2. Adherence to Laws, Rules and Policies.

6.6.2.1. Catholic canon law and Archdiocesan laws and policies including, but not limited to, the

Archdiocese of Cincinnati Decree on Child Protection.

6.6.3. Federal, state, and local laws and ordinances.

6.6.3.1. The mission, goals, principles, and policies of the Archdiocese of Cincinnati Charter on

Catholic Youth Athletics, and those of the Organizational Documents of participating

athletics organizations and leagues.

6.6.4. Specific Violations.

6.6.4.1. Eligibility: Violation of the eligibility policies of the Archdiocese of Cincinnati Catholic

Youth Athletics Charter, including using an ineligible player.

6.6.4.2. Recruiting: No recruiting for athletic purposes or to enhance a team’s competitive

advantage is permitted.

6.6.4.3. Leaving the field of play: No team may leave the field, floor, game or tournament

because of dissatisfaction with the officials, or their decisions.

6.6.4.4. Losing control: Coaches are expected to control their own conduct and the conduct of

their players and report to the league and Commission instances where opponents,

officials, parents, or fans have failed to control their own conduct.

6.6.4.5. Running up the score: It is not permitted to humiliate an opposing team by playing in

such a way so as to intentionally run up the score after the outcome of the game is no

longer in question.

6.6.4.6. Inappropriate communication and behavior: The use of inappropriate, insulting,

disrespectful, bullying and demeaning language or behavior before, during or after

meetings, practices or games by players, coaches, officials, parents, fans, site

personnel, volunteers, or others involved in any parish athletics program is prohibited.

Also prohibited are physical intimidation and the use of profane, vulgar, abusive or

sexually-oriented language, in oral, written or electronic forms of communication (such

as texting or email), by players, coaches, officials, parents, site personnel, volunteers,

or fans.

6.6.4.7. Escalating behaviors: Behaviors that incite others to act in ways that are in direct

conflict with the spirit of Catholic Youth Athletics are prohibited.

6.7. Implementing the Code of Conduct 6.7.1. Coaches are responsible for the behavior of their players during practices, games, meetings, and

tournaments.

6.7.2. Parents are responsible for their own behavior, and the behavior of children in their care.

6.7.3. The SJAC, Coaches and parents are partners in establishing and maintaining the Code of Conduct.

6.8. Provisions for Ejection 6.8.1. Participation on a team and attendance at practices and games are privileges not rights for

players, coaches, parents and fans. In the case of a violation of the Code of Conduct, a coach or

other official or authorized leader may choose to deliver a warning, or if the violation warrants it

the individual may be ejected.



6.8.1.1. Ejection: A coach, parent, or fan who is ejected for any reason must leave the premises

(including the field of play, stands, and adjacent areas such as nearby parking lots) and

shall be suspended for the next scheduled game. A player who is ejected from the

game is not required to leave the premises. However, if a player (or child fan

unaccompanied by an adult) is ejected and required to leave the premises, that child

should be supervised by at least two adults until the child is directly under the

supervision of a parent or guardian, in compliance with the Decree on Child Protection.



7. TRYOUT GUIDELINES 7.1. Tryout Eligibility

7.1.1. In order for a player to be eligible to participate in a tryout, the player must be registered and the

sport registration fee must be paid. Registration accomplished by completing all those items

required in the on-line registration process including but not limited to: Agreeing to the Code of

Conduct, Emergency Medical Information, Medical Releases, agreement with payment terms and

conditions including that sport fee payment is non-refundable, etc.

7.1.2. The player shall be eligible to participate in SJAC sports as detailed in this handbook, specifically

noted in the General Policies section.

7.2. Player Identification 7.2.1. Players will be assigned a specific jersey/ number for each try out session. These jersey/ numbers

will be used to evaluate players and players shall be informed that they are not to change jerseys

with another player. Players will be required to return the jersey immediately following the

specific try out.

7.2.2. Independent evaluators, using a point rating system, will evaluate players. The scoring guide

ranges from 1-5 with 5 being the highest ranking.

7.2.3. Evaluation scores are tabulated after each session to determine the ranking of the players. In the

event of ties or where scores are very close, the evaluation team will discuss the rankings to

ensure that the scoring guide is being applied consistently and that the proper decisions are

being made. This discussion is moderated by an independent facilitator/AD.

7.2.4. Evaluation scoring shall be based on a player’s performance during the current evaluation

process. Consideration of past performance shall only be permitted when the Evaluation team is

ranking players throughout the tryout process and where two or more players are scored

similarly or in cases where the player was unable to participate due to injury, illness or

compassionate reasons. In these cases, the Evaluation Team shall also refer to the past

evaluations of players submitted by coach of the player’s previous team, to determine any skills,

abilities or intangibles that may assist in ranking one above the others. The Association will hold

all previous evaluation data in confidence from season to season.

7.3. Role of the Evaluator 7.3.1. The SJAC uses independent Evaluators. An independent Evaluator is one who does not have any

child or relative involved in the tryouts for any team within the specific division/grade level. These

Evaluators may be coaches from other divisions/grade levels within the Association or

experienced Evaluators with no involvement with the Association other than to evaluate. The

Coordinator assigns all Evaluators. The role of the Evaluator during tryouts will be:

7.3.1.1. Review the session plans or approach to be prepared to evaluate the attributes

associated with the specific stage of the tryouts in which they are involved

7.3.1.2. Review the evaluation criteria for the stage being evaluated

7.3.1.3. Arrive early to obtain their assignments and locate a suitable position in the building

from which to evaluate. In doing so, the Evaluator should make every effort to sit away

from other Evaluators

7.3.1.4. Ensure that each assigned player receives a full evaluation and review all notes to

provide a representative score



7.3.1.5. Respect the confidentiality of the process at all times and do not discuss any

evaluations with anyone outside of the actual process

7.3.1.6. Do not share your comments or opinions with any players/ parents or other interested

7.4. Role of the Coordinator 7.4.1. The Coordinator carries out an important administrative role during tryouts including the

following:

7.4.1.1. To coordinate the assignment of volunteers who will be tasked to manage the

registration of players at the door

7.4.1.2. To note any absences and contact the player as well as to notify the evaluation team

7.4.1.3. To coordinate the issue of tryout jerseys to all participating players for each session and

to ensure the player number lists are passed promptly to the Facilitator prior to each

season; No numbers shall be the same per grade level try out

7.4.1.4. To coordinate any additional equipment requirement

7.4.1.5. To coordinate and assign volunteers to supervise the gymnasium and to keep clean (if

needed)

7.4.1.6. To coordinate and assign volunteers to manage the stations/tryouts during all

scrimmage try outs and skill stations. The Coordinator is also responsible to ensure that

these volunteers are briefed on the need to ensure that playing time is equitable and

that players are placed in groups on a rotational basis

7.4.1.7. The Coordinator is not to facilitate nor evaluate tryouts.

7.4.1.8. To provide prompt communication to players and families on try outs, registrations and

times. All communication will be carried out using the website and e-mail. Text is

subject to approval from AD

7.4.1.9. To provide onsite guidance and support to players and families with questions.

7.5. Tryout Absenteeism 7.5.1. The success of our annual tryout process is based upon the premise that our independent

evaluators are able to observe and fully evaluate all participating players during the various

stages of the process. This is necessary to enable our evaluators to suitably rate each.

7.5.2. As players grow and develop at varying rates, it is not unusual to see changes in a player’s ability

over the course of the summer or from season to season. For this reason, it is very important to

have the opportunity to compare players in a common forum to ensure we place each at the

most appropriate level. For this reason, our expectation is that all players will attend all tryout

sessions.

7.5.3. We also understand that from time to time, there are valid circumstances that preclude

participants from attending. For this reason, we have established this policy to guide our actions

in these situations.

7.5.4. Sickness or Injury

7.5.4.1. If any participant becomes sick or injured and cannot attend one session: The player

shall be ranked for the sessions in which they participate and their score shall be pro-

rated for the session they are unable to attend.

7.5.4.2. If a player becomes sick or injured and is unable to attend multiple sessions but will be

able to attend a portion of the tryouts: The player shall be ranked for the sessions in

which they participate and their score shall be pro-rated for the session they miss. In



addition, the evaluation team will attempt to determine additional background

information (i.e. past performance) to assist in making an appropriate ranking.

7.5.4.3. The players becomes sick or injured and is unable attend any portion of the tryout

process: The player will be ranked based upon any background information that the

evaluators can access such as past performance with prior teams, coaching reports

from those teams, and any other pertinent information available to them.

7.5.4.4. In cases of a significant injury (one that causes the player to miss multiple sessions), a

note from the attending physician approving the player’s return to play is required

before the players can rejoin the process.

7.5.5. In addition to sickness or injury, we recognize that there are specific activities that are significant

to our players in addition to family matters that may arise and which take precedence. The

following situations shall be considered for compassionate reasons:

7.5.5.1.1. A family tragedy

7.5.5.1.2. Attendance at a regional or national event (i.e. sporting championship) that arises

from the player’s participation in an activity where the activity necessitates the player

to attend as part of their commitment to that activity

7.5.6. In all cases, it is critical that the parent/guardian notify the respective Coordinator and Athletic

Director as soon as they become aware that the player will be absent and when the player is

expected to return. Failing this may have an adverse impact upon the player’s overall evaluation.

It is also important to note that while we will make every effort to properly evaluate players who

encounter these situations, there are significant challenges associated with evaluating and

ranking players who are absent and, as such, every effort should be made to attend sessions.



8. PROVISIONS FOR THE SAFETY AND WELL BEING OF CHILDREN 8.1. All current coaches, assistant coaches and regular volunteers are required to attend a VIRTUS child

protection/awareness training session in accordance with the Archdiocese of Cincinnati Decree on Child

Protection before any interaction with a child in a sporting practice or game. Any new coaches,

assistant coaches or regular volunteers must submit fingerprints and/or supply information for a

background check, supplied and approved by the Chancellor of the Archdiocese, prior to any

interaction with any child. All coaches will be required to complete regular monthly VIRTUS training

updates, in order to remain eligible for coaching duties.

8.2. Parents or Guardians are required to complete a Health Information and Release of Liability Form for

their child, available on the SJAC website, before any child can participate in a sporting activity.

8.3. All current coaches and assistants are required to attend State of Ohio (HB143) approved concussion

training for the awareness and appropriate actions in the case of a sports injury involving a concussion

or potential concussion.

8.4. All coaches and assistants must be approved by a majority of board approval in order to perform those

functions. All coaches are reviewed at the end of each season, by review of parent and player and

board member feedback in order to determine if said coach is approved as a potential coach for the

next season.

8.5. At least (2) coaches or (1) coach and a parent must be present at every practice or game.

8.6. Whenever there is a mixed group of boys and girls it is preferred that one adult of each gender is

present. The proportion of male / female chaperones should be similar to the proportion of the

children. Single sex athletics must have at least one adult of the same gender as the players.

8.7. Regarding discipline, no child may be disciplined corporally or corrected with abusive language.

8.8. No child will be subject to playing while there is any threat of lightning, excessive heat or any other

unusually unsafe condition.

8.9. All St James activities will be conducted in a safe and approved, gym, athletic field or other facility.

8.10. To avoid injury and to enhance the health and well-being of children, coaches should avoid putting

demands on their bodies and emotions for which such children are not developmentally suited.

8.11. A current and Red Cross approved first aid kit will be available at all events in case of minor injury.

8.12. When appropriate a Medically Trained person will be in attendance for cases of injury and evaluation of

potential concussion and determination if further professional medical (EMT) or hospitalization is

necessary.



9. ATTENDANCE POLICY FOR PRACTICES AND GAMES 9.1. All players are expected at all practices and games.

9.2. All participants will conduct themselves in a manner which exhibits good Christian behavior at all times.

9.3. All participants must notify their coach prior to missing any game or practice regardless of whether the

absence is considered excused or not.

9.4. Excused absences are considered as follows:

9.4.1. Illness, Injury (sick or injured children have no business at practice or game)

9.4.2. Schoolwork

9.4.3. Family vacations or commitments (wedding, funerals, etc.)

9.5. Unexcused absences will be handled as follows:

9.5.1. 1st Unexcused Absence – Minimum playing time as required by league rules for the next game.

9.5.2. 2nd Unexcused Absence – No playing time at the next game. However, participant is expected to

attend.

9.5.3. 3rd Unexcused Absence – No playing time at any future game until the matter is resolved by a

meeting with the parents/guardian and the coach and/or coordinator.

9.6. Other Sports – With prior notice to, and approval of the head coach, a player may be given permission

to miss a St. James practice in order to play a game of a same sport for another sports club or

organization. This is solely at the head coach’s discretion, and does not apply to participation in a game

of a different sport.

9.7. Special Guidelines for Track – The attendance policy for Track may be relaxed due to the nature of the

sport and the fact that it is run concurrently with other St. James sports.



10. GENERAL POLICIES 10.1. Scheduling Policies

10.1.1. Sundays and Holy Days: No scheduling of SJAC activities (including games, practices,

tournaments, and other meetings) on or off-site, on Sundays and Holy Days before 1:00pm (e.g.,

1:00pm kick off, tip off, starting whistle, etc.). Also, no scheduling of SJAC activities on-site that

adversely affect the parishes worship (for instance due to noise or parking problems) during

Saturday and Sunday afternoon and evening liturgies.

10.1.2. Triduum: No scheduling of SJAC activities (including games, practices, tournaments, and other

meetings) on Holy Thursday, Good Friday, Holy Saturday or Easter Sunday.

10.1.3. Religious education and sacramental preparation: SJAC activities (including games, practices,

tournaments, and other meetings) are not to be scheduled when the children involved normally

would be attending religious education, sacramental preparation programs and the like. If

conflicts occur, programs of religious education, sacramental preparation and the like take

precedence. SJAC coaches are expected to support the faith formation of their players, and in no

case are children to be penalized (for example, being required to sit out all or part of a game) by

SJAC coaches or leaders for missing a practice or game due to participation in such programs.

10.2. Athlete Eligibility for Participation in SJAC Sports Programs 10.2.1. Participation in St James Athletic Club (SJAC) sports teams requires a minimum of one of the

following:

10.2.1.1. The child's parents or legal guardian is/are an active member of St James Parish.

10.2.1.2. The child attends St James the Greater elementary school.

10.2.1.3. The child attends the school of a neighboring parish or is a member of that parish.

10.2.2. Specific league rules may apply on eligibility.

10.2.3. A child may participate in more than one (but no more than 2) SJAC sponsored sports

concurrently if the coaches of both sports are notified in advance of team selections and are

agreeable. If a child is currently enrolled in another school/parish sponsored team, he/she is not

eligible to join a SJAC sports team. He/she must complete that team/sports entire season. At

that point the child would be eligible to enroll in a sport with the SJAC.

10.2.4. Every child must remain in good standing with their respective school/parish and/or religious

education program, or would otherwise be subject to the rules written in our Code of Conduct.

10.3. Playing Time 10.3.1. The Catholic Charter defines various levels of athletics for different grades that are referenced

below. The “Instructional” level applies to all sports from Grades K‐5. The “Recreational” level

applies to Grades 6‐12. All youth sports is assumed Recreational unless designated otherwise.

Teams can be designated as “Competitive” at Grades 6‐12 except for baseball under the

Cincinnati Western Baseball Conference, of which SJAC belongs, which permits competitive

baseball teams to be formed starting in Grade 2.

10.3.2. Whatever the league or the level (instructional, recreational or competitive) of the team, it’s vital that all (i.e., children, parents, coaches, athletics leaders) are clear in advance on expectations regarding playing time and how it will be monitored and maintained through the season.

10.3.3. For any sport within SJAC, roughly equal playing time is expected for all players on any team considered an instructional for grades K through 5.

10.3.4. On any recreational team (grades 6 – 12), roughly equal playing time for all athletes is expected.



10.3.5. For competitive teams playing time will generally be determined by the coach. A minimum playing time is not guaranteed except as required by the league. Coaches may limit playing time as a disciplinary measure (for example, as a consequence for missing practices, consistent tardiness, or other infractions).

10.3.6. Evaluations may be held prior to team selection of any level (instructional, recreational or competitive) and teams may be split into “upper” and “lower” divisions

10.3.7. Regardless of level or age, playing time will NOT be determined by ethnicity, nationality, gender or race.

10.4. League and Tournament Play 10.4.1. Approved leagues and tournaments: Teams are expected to participate only in leagues approved

by the Athletic Club. Tournament participation is limited to tournaments sponsored by leagues,

or parishes or schools within the leagues. Tournament limits of 1 pre-season and 2 in season for

Instructional and Recreational teams.

10.4.2. Tournament fees: There shall be no financial or other obligation placed upon parents to

participate in more tournaments than those for which the athletics organization has planned and

paid.

10.4.3. Uniforms: Team uniforms are for parish- and/or school-sanctioned activities (e.g., games,

tournaments, pep rallies, etc.). Teams are not to wear their uniforms outside parish- and/or

school-sanctioned activities.

10.4.4. It is the goal of the SJAC that there is parity between boy and girls sports.

10.4.5. Tournament limits: St. James Athletics will establish reasonable and not excessive tournament

schedules to avoid undue burdens on families. There will be a reasonable number of

tournaments that are appropriate to the sport and the grade level.

10.5. Grievance Due Processes This is the step-by-step due process to be used in the event of problems or conflicts with coaches,

parents or athletes within the organization. This process is also outlined in Handbook Section 6.3 Scope

of Code of Conduct.

10.5.1. Parents are to express their grievance first with their coach. The coach will attempt to

adequately resolve the concern.

10.5.2. Matters of unresolved or significant disagreements between coaches and parents, concerns

about opposing teams/coaches, umpires, rules, field conditions, etc. should be arbitrated first

through the sport coordinator and, if necessary, then escalated to the SJAC Athletic Director who

will present the grievance to the board.

10.5.2.1. The Grievance Committee will meet to review and come to a resolution concerning the

Board.

10.5.2.2. Final decisions will be characterized by a presumption of good faith, Christian charity,

personal responsibility, adherence to the principles of the Archdiocese of Cincinnati

Charter on Catholic Youth Athletics, and a commitment to both the well-being of

children and the common good of the faith community.



10.6. Sports Registration 10.6.1. Registration dates for sports offered by the SJAC will be advertised on the website and may be

included in other communication outlets including the St. James School E-weekly, the Church

bulletin, social media sites and program emails.

10.6.2. Registration is available on-line at the SJAC Website. No in-person sign ups are held unless

required for a specific reason.

10.6.3. Each sport coordinator is responsible for setting registration dates, deciding if late registrations

will be accepted, and deciding to allow late registrations with a late fee.

10.6.4. Sport fees are non-refundable once paid.

10.7. Fees 10.7.1. Fees are calculated by the sport coordinator, reviewed by the treasurer, and approved by the

board.

10.7.2. Each sport coordinator is expected to prepare a simple written budget for review by the treasurer

and the board.

10.8. Discipline of Volunteers 10.8.1 Any volunteer, whether a Board member, Coordinator, Coach or general club member, who

proves themselves to be inconsistent with the values and mission of St. James Parish or Athletic

Club may be asked to cease their participation/volunteer position.

10.8.1.1. Concerns about the conduct of an SJAC volunteer should be brought to the attention of

the SJAC President, preferably in writing, who will present the concern to the Grievance

Committee. The Grievance Committee will then investigate the claim by talking to the

concerned individual (if known), the volunteer in question, and any other witnesses to

the event/action/behavior/etc.

10.8.1.2. The Grievance Committee will vote on the discipline to be invoked which may vary

depending on the severity of the infraction. Votes must pass by a margin of 51%.

10.8.1.2.1 Disciplinary actions may include counseling the volunteer on a preferred

course of action, asking the volunteer to step down from their leadership

role, asking the individual to cease all participation in an SJAC program or

event, reporting to the Parish priest, and/or reporting to local law

enforcement.

10.8.1.3. The disciplined individual may request an appeal their case to the Grievance Committee

one time, in writing.

10.8.1.3.1 A one-time appeal meeting will be held whereby the disciplined individual

may re-state their case, share new information about the situation, and

petition to be reinstated to their volunteer position. The Grievance

Committee will then re-vote based on the information presented during the

original discussion and the appeal. Votes must pass by a margin of 51%.

10.8.1.3.2 The Faith Liaison, who is a member of the Grievance Committee, should

document the appeal and present the cases of both sides and the ultimate

decision to the Parish priest for record.

10.8.1.3.3. If the disciplined volunteer remains unhappy with the decision of the

Grievance Committee they may pursue discussion with the Parish priest.