Policy & Procedures

Registration dates and times will be set by the Board of Directors each year.

Registration fees will be determined  annually by the Board of Directors.  A nonrefundable fee of $50.00 (fifty dollars) will be charged at the time of the initial registration which will be held at a date in the spring set by the board of directors.  Any currently registered HYHA member MUST register at that time or an additional $50.00 (fifty dollars) registration fee will be charged.  The remainder of the fee can be paid in full anytime after the fees are set before the first ice time.  Any balance not paid by the first ice time will include a nonrefundable fee of $50.00, unless a modified payment schedule or a scholarship form has been submitted. 

Any returning member registrations made after March 1st will include a nonrefundable fee of $50.00 unless the aforementioned application plan has been approved by the HYHA board.

No player will be allowed to register after November 1^st without authorization from the Board of Directors.  There must be extenuating circumstances to grant this late registration.

No child shall be prohibited from playing hockey for financial reasons, providing the family has requested and has submitted the application form for a modified payment schedule or scholarship application to any board member who will then present the case before a closed meeting of the Board of Directors for an action.  Failure to adhere to the payment plan will result in the child not being allowed on the ice, until payments have been made.

All requests for refunds must be made to the HYHA Board in writing.  After the non-refundable fee has been subtracted, if the request is received before November, 1, 80% of the remaining registration fee will be refunded; if the request is received before December 1, 70% of the remaining registration fee will be refunded, if the request is received before January 1, 40% of the remaining registration fee will be refunded; there will be no refunds after January 1^st.

Levels of play which HYHA supports include Initiation, Mite, Squirt, PeeWee, Bantam, Midget, Girls, & Recreation/House League.

Any Bantam, Midget, or Girls player that is selected to play varsity must make a commitment at the time of requesting a refund whether or not to return to the HYHA program following the high school season.  Any player making a commitment in writing to the Treasurer to return will be refunded according to the refund policy less $30.00, which will be used to cover ice time.

No player can be allowed on the ice unless they are registered and all registration fees are paid or a payment plan has been approved by the Board of Directors.

HYHA registers players in accordance with USA Hockey age divisions.  A player can only register in one age division.  That player must register in the appropriate age level.

Only the HYHA Board of Directors with the assistance of the Coaching Director may at its discretion, move players upward in age classification in order to achieve a balanced team population.  Such decisions will be based on skill assessment and approval from parents with final decision coming from the board.  Each player will be examined individually with approval from the state.

Players will be placed on teams according to skill assessment as determined by a Skill Assessment Team.  The Skill Assessment Team may consist of the Assessment Coach, Coach, the Coaching Director (s), one or more member of the Board of Directors, or more qualified individuals has final say in the structure of each level i.e.: one team or two, etc.

All players must meet a “minimum” skill level to play at the respective levels.  These “minimum” skill levels will be developed by a Skills Assessment Committee made up of the Coaching Director, Head Coaches, Member of the Board of Directors and a Coach from another separate level.  If a player does not meet these “minimum” skill levels, they will be offered either the Initiation Program or the Recreation/House Program.

Although a child is eligible for a particular level of play, assignment to either the level of play or to the recreation league will be based on assessment of skill level.  Final decision is based on the assessment team.

Should a child be ill during try-outs they will be given an opportunity for assessment prior to assignment.

It will be the parent/guardians responsibility to ensure that any child is medically cleared to participate in league activities.

Any coach or coach’s assistant must be certified at that appropriate level.

Kick-off meeting will be held the last Tuesday of every September.  Final registration will be no later than September 1^st for returning members.

Skates, stick, cup, shin guards, hockey gloves, elbow pads, shoulder pads, hockey pants, hockey socks, H.E.C.C. approved helmet with face guard, attached mouth guard, neck guard.

The game shirts supplied by HYHA are to be worn for game purposes only, team pictures, fund raising or events approved by the Board of Directors.  They should not be worn to practice, school, or any outside activity.  Unusual wear and tear of these jerseys will be the responsibility of the player and their parents.   This will also apply to any other HYHA provided equipment such as goalie equipment.

In order for HYHA to take an equipment inventory to evaluate what the needs are for new equipment and to allow enough time to repair damaged equipment, all goalie equipment and all jerseys need to be returned to the team parent at the last game.  At the time of registration if a jersey has not been returned a $75.00 fee will be added to your registration fee payable that night and non-refundable.

There will be a $100.00 deposit for all equipment borrowed during off season.  Prompt return of equipment is expected and the total deposit will then be returned.

This person will need to be responsible for all aspects of the USA Hockey Registration process he/she will chair the registration committee and will work closely with the Board of Directors, team coaches, and head coach.  He/she must attend the August state meeting to acquire all needed forms and information.  Registrar will be entitled to register his/her child/children for the season at a reduced rate of 50%.

Head Scheduler

This person will need to be responsible for all aspects of the scheduling process.  He/she will chair the scheduling committee and will work closely with the Board of Directors, team coaches and head coach.  He/she must acquire all needed forms and information.  Scheduler will be entitled to register his/her child/children for the season at a reduced rate of 50%.

Coaches will be allowed to double roster, (within a level), through 12/31.  The only reason for double rostering a player is to establish a safety net when two teams at the same level have low numbers of players.  The intent is to provide sufficient players for games, not to improve the overall team strength by the addition of more players.  Double rostered players should only be used when absences on the secondary team would result in less than 10 skaters (not including goalies).

Players may transfer in from a program provided they have a signed release from the president of the original program.  The player must submit the release form and statement of the reason to the registrar at the time of registration.  The released player may or may not be able to participate in the state tournament in the first year of transfer. 

Permitted Transfers

The above release and state tournament ineligibility rules do not apply to the following situations.

A player has changed residence to an area covered by new program.

A player who has not previously transferred to any program wants to return to hometown program.  Ex:  Hartford resident who started with Lebanon and later wants to transfer to the HYHA program. 

The program the player was last registered with has become inoperative at player’s age group (Squirt, PeeWee, Bantam), but not by level (A, AB, B).  Ex:  If a program had an A team in a prior year, but drops to AB in the current year, player is not a permitted transfer.

In the case where programs merge with approval of the V.S.A.H.A. Board.

When program does not have a team at players age group.

State Board Approved Transfer

Another exclusion to the transfer rule is handled differently than the above exclusions.  It is as follows:

Extraordinary situation approved by the Board:  Make an application to the State Board through the First Vice President.  An Executive Board will make the initial determination and present the case and its position to a full Board for determination by majority vote at the next regular meeting.  Note:  The player is not registered until favorable action has been rendered by the V.S.A.H.A. Board.

Teams having more than two released players during the regular season shall be ineligible to participate in the state tournament.  No team shall have more than four released players.

Ice Time Policy

Our mission is to allow for the development of the sport of ice hockey for the youth of the Town of Hartford and surrounding communities.  Guidelines on ice time shall attempt to meet that end.

Individual Player Ice Time Guidelines

Final determination shall rest with the coaching staff.  At the coach’s discretion, players may be asked to sit out a game if they miss practice times without notifying the coach.

Practice Ice Time Guidelines

Each team shall be provided ice time for the practice and will be scheduled based on ice time available at the Hartford Municipal Arena.  The scheduler will receive a copy of the HYHA’s ice time from the Recreation department and will schedule practices based on the following guidelines:

The initiation to Hockey Program will normally skate one weekday evening and one weekend day.

Early morning and later evening practices will be assigned to older levels in descending order.

6-8 hours of practice before first scheduled game.

Practices should not be cancelled without at least two days (48 hours) notice to players/parent unless for weather or an emergency on the part of the coach.

Teams may be expected to share ice during some time slots or divide ice during said ice-time.

The only changes to these policies shall be for the scheduling of games, weather cancellations, or unforeseen emergencies.

Any team continuing on to regional or sectional competitions will be provided two hours of ice time per week as long as said team needs ice time for practice.

Game Ice Time Guidelines

Each team shall be provided ice time for the purpose of games and will be scheduled based on time available at the Hartford Municipal Arena as negotiated and agreed by the HYHA Board of Directors and the Hartford Parks and Recreation Department.  While practice times may be used for game slots, they will not be replaced at the expense of practice for other levels.  The Scheduler will schedule games after practice times have been assigned based on the following guidelines:

Minimum/Maximum # of games/season guidelines (excluding state tournament and to include up to two additional tournaments per team at each level).  *Any additional tournaments must be brought to the attention of the HYHA board for approval.

Minimum/Maximum

Mite                       18-22

Squirt                     22-26

PeeWee                 22-26

Girls                        22-26

Bantam                   26-32

Midget                   26-32

No more than four games per week, excepting when tournaments play over.

No more than two games on school nights/week except for state tournament.

The head scheduler shall provide a proposed master game schedule to the Board of Directors for their approval by the start of the season.  The Board of Directors shall approve this schedule in order to have it distributed to players, parents and coaches by no later than the second week of the season

In the event of a cancellation or rescheduled game, the Scheduler will schedule as soon as possible with the same team whenever possible.  Once the Scheduler has confirmed with the other town he/she will contact the team parent and head referee.

Inclement weather seldom results in a cancellation especially games.  However, if it does and players and parents are responsible for verifying the status of schedule times with their coaching staff.

While participation in either the State or Invitational tournaments is not required, it is encouraged.

The final decision to participate or not to participate in a tournament rests with the individual team.

Any decision to attend any tournament should be discussed and supported by the players, their parents and the scheduler before any commitment is made.  The decision to participate in any tournament should consider the availability of tournaments, the level of competition at the event, availability of certified coaches, availability of sufficient players and the support of the parents.

HYHA will make funds available to each team for entry fees of State, Regional, Sectional and National  tournaments.  All funds required for tournament play in excess of this amount are the sole responsibility of the team.  Coaches will notify the HYHA Board of Directors of their tournament participation.

For State All Star Tryouts an assessment board will view and judge all girls regardless of which team they play for and HYHA will send its best representation under the recommendation of said assessment team.

Policies and Procedures

All coaches shall be appointed by the coaching director approved by the Board of Directors and State of Vermont

All coaches are responsible to the coaching director and will adhere to any Rules as developed by the Coaching Director and approved by the Board of Directors.

The Board of Directors shall adopt, publish and enforce a Code of Conduct/Ethics for coaches.

Coaches will not be allowed to smoke, drink alcohol, or chew tobacco on the bench or ice during practices or games.

Head coaches shall be required to be in attendance at all scheduled practices and games and to ensure that a certified substitute will be present in the even that their attendance is not possible.

Only the coaches and team players shall be allowed on the bench during games.

All coaches and junior coaches shall obtain the minimum level of certification required by VSAHA.  This certification MUST be obtained by December 31^st of the current season.

The Board of Directors may remove any coach with due cause.  Due cause may be, but is not limited to: failure to follow HYHA policies, chronic absences, failure to obtain proper certification and conduct detrimental to players and or the organization.

Anyone assisting in youth hockey, under the age of 18 must wear a helmet.

All coaches shall read and abide by HYHA’s by-laws and policies and procedures.

I hereby pledge to provide a positive attitude and be responsible for my participation in Hartford Youth Hockey by following this Code of  Conduct/Ethics:

I will place the emotional and physical well being of my players ahead of a personal desire to win.

I will treat each player as an individual, remembering the large range of emotional and physical development for the same age group.

I will do my best to provide a safe playing situation for my players.

I will promise to review and practice the basic first aid principles needed to treat injuries to my players.

I will do my best to organize practices that are fun and challenging for all of my players.

I will lead by example in demonstrating fair play and sportsmanship to all of my players and will be a positive role model.

I will be generous with my praise when it is deserved, be consistent, honest, fair, and just and will not criticize players publicly.

I will coach – not yell, and will never verbally or physically abuse a player or official.

I will be knowledgeable in the rules of hockey and I will teach these rules to my players.

I will maintain an open line of communication with my player’s parents and will explain to them my goals and objectives.

I will use those coaching techniques appropriate for each of the skills that I teach.

I will remember that I am a youth hockey coach, and that the game is for the children and not the adults.

The coaching director(s) will be appointed by HYHA’s Board of Directors and shall report directly to the board concerning the implementation of HYHA’s coaching policies and procedures.  The coaching director(s) shall abide by the following guidelines when carrying out this task.

Coaches will be appointed by and removed by HYHA’s board.  The coaching director (s) (CD) will be responsible for recommending to the board qualified coaching candidates for all HYHA teams.

The CD will make recommendations to the board concerning the retention or termination of all HYHA coaches.

The CD will be responsible for developing the appropriate coaching curriculum for each level, which will clearly indicate the appropriate skills to be taught at each level.

The CD will be responsible for developing coaching rules to be presented to each coach prior to the start of the season, which will assist the coaches in carrying out the policies and procedures of HYHA and USA hockey.

The CD will serve as a member of HYHA’s Grievance Committee, as called for by the HYHA Grievance Policy.

The CD will be responsible for ensuring the USA Hockey rules are understood and followed by each coach.  A current copy of the USA Hockey regulations must be supplied to each coach and coaches must be advised to understand these rules prior to the start of each season.

The CD will be responsible for holding a pre-season meeting attended by all current coaches.

The CD may participate in the assessment process at each level.

ACE Coordinator (Association Coaching and Education)

Assist the CD in the recruitment, selection, training, and evaluation of all coaches and instructors.

Organize and develop periodic workshops for all instructors and coaches.

Plan, develop and organize skating clinics, goaltending clinics, checking clinics and any other clinics, which will meet the needs of the association’s players.

Develop a teaching and practice curriculum for the association.

Evaluate and supervise practice session and offer constructive suggestions to improve the program.

Establish and maintain an association resource center for coaches, instructors, parents, and players.

The guiding principle in this policy will be the upholding of sportsmanship, fair play, and appropriate conduct of players and coaches.  The need to win shall never take precedence over the above stated principle.

Appropriate conduct shall be defined as, “conduct befitting a responsible and prudent individual”.

This list of offenses, including but not limited to the following, shall be used in the disciplinary process of HYHA:

Destruction/defacing of personal property.

Destruction/defacing of Town of Hartford property.

Disrespect of coaches and players.

Inflammatory language.

Use of mind altering substances.

Verbal abuse.

Physical abuse.

Any match penalty offense.

Unsportsmanlike conduct.

Irresponsible use of motor vehicles.

The disciplinary process shall be as follows:

                1.  Player will be spoken to by the coach. 

2.  Coach will be specific with player about problem behavior, document the meeting with a written explanation of the behavior signed by parent, player and coach.

Resolution – i.e.: Practice suspension, restricted game time, driving privileges revoked, etc.

If discipline problem not settled in step 2:

                3.  Coach will communicate problem to parent/guardian of player verbally and with written documentation for signatures.  Player suspended for one game.

If discipline problem not settled in step 3:

                4.  Problem turned over to the Grievance Committee with all written documentation for a formal hearing between all parties, at the convenience of the behavior review board.  Penalty at this phase is dictated by VSAHA guidelines for game situations, and for incidents not covered by VSAHA guidelines, e.g., destruction of property, poor language, physical abuse, etc. may range from suspension from the program for a period of time or expulsion from the program.

If problem is not solved at this stage then the player will be expelled from HYHA activities for the remainder of the year and the player will be required to come before the Behavior Review Board prior to the next hockey season for reinstatement to the program.  With reinstatement will come conditions that must be adhered to.  If these conditions are not adhered to, the player will be immediately expelled with no chance to return.  Any person expelled from HYHA will not receive any compensatory monies.

For the following:

Players

Coaches

Parents

Fans

Grievance Policy

HYHA policy allows a member to file a grievance for the actions of others involved in the program.

Definition of Grievance

A legitimate concern of a parent, player, coach, fan, committee member, appointed position, referee, or board member.

Grievance Procedure

Parties involved in conflict should meet with their team representative to see if a solution can be arranged.

If no solution can be found, the team representative will, in conjunction with the parties, write a statement of the grievance.  This will be presented to the Grievance Committee chairperson within 14 days of the initial meeting of the griever.

The Grievance Committee will decide who should be present at the grievance hearing and will hear all evidence of this matter and determine the best action possible and make a recommendation to the Board of Directors for final approval.

Player/Coach Grievance

Game Situations – Player and coach grievance issues will be subject to USA Hockey regulations. The State Behavioral Review Committee will hear evidence of the case and determine if disciplinary measures should be taken by HYHA and if so, make a recommendation to the Board of Directors for final approval.