Regional Club League Game Scheduling

It is your responsibility as team manager work with your coach, the Club, local association scheduler and your opponent’s team manager on game schedules.  League schedules and standings are posted on the RCL website.  Washington Youth Soccer coordinates the brackets and the association is in charge of scheduling all home games and referees on our behalf.  Those details are shared with each of the team managers.

Please contact each opposing team manager/contact for information about all away games and communicate home game information to the visiting teams.  DO NOT give up your team’s right to host a home game when a west-side teams requests a re-schedule for a time when your team is on the west side for another game!

Games are NOT to be rescheduled for any reason other than a coaching or field scheduling conflict.  All rescheduling issues must be communicated with your team coach, who will then discuss the conflict with the Technical Director and/or Director of Coaching.

If a game needs to be rescheduled, it must be done at least two weeks in advance.  Please follow this procedure!

  • After both teams agree, confirm all details in writing (by email) with your coach, opposing team, association and the RCL (toddl@washingtonyouthsoccer.org). Copy the Club Manager and Technical Director on this confirmation email.
  • Make the update in the Affinity system.  Directions here.
  • Per Todd Lincoln at Washington Youth Soccer, contact MUST be confirmed on any messaging for game day changes.  There are too many reports of managers simply posting a time in Affinity (correctly or incorrectly) and assuming that the opponents understand or agree to the change.
     
    The order of contact is (if no response on receipt is provided):
    1.  Regular email
    2.  Phone call
     
    If there are no confirmations 72 hours prior to the match PLEASE escalate the contact to the Director of Coaching (DoC) level so we can avoid missed times, fields, and future protests for incomplete follow through on the part of our teams.

    State RCL Rules regarding this issue
    305.13 Scheduling of Games
    (a) Regularly scheduled Premier League games shall have priority over any and all competition entered into by Premier League teams.
    (b) The Premier League Administrators are responsible for scheduling of all games. They have final authority to determine playing dates.
    (c) All Premier League games will be played on Sunday except for the Under-13 and Under-14 Age Groups, which will be played on Saturday. To eliminate mountain travel in December, Divisions with Eastern Washington teams may have some “double header” weekends with games on both Saturday and Sunday.
    (d) The Home team determines field location and kick-off time. Teams must provide the Member Association Representatives with the home game and requested kick-off time information:
    (1) League games should be scheduled to begin no earlier than 9:00 AM and no later than 5:00 PM, unless agreed to by the visiting team in writing (includes fax and Email) at least two (2) weeks prior to the game.
    (2) Double header weekends: Saturday games should not be scheduled to start before 2:00 PM and Sunday games should start no later than noon, unless agreed to by the visiting team in writing (includes fax and E-mail) at least two (2) weeks prior to the game.
    (3) Teams traveling more than 2.5 hours for one game need to have time to travel in the same day. These games should not start before noon or after 3:00 PM. The WSYSA-recognize Association address, or zip code if no address is listed, of the traveling team to the scheduled game field determines travel time.

    (4) Failure to schedule game start times within the prescribed guidelines may result in a mandatory game reschedule at the discretion of the Premier League Administrator.

    RCL Resources
  • Regional Club Code of Conduct
  • RCL Operating Rules
  • RCL Game Roster Form
  • RCL Player Pass Rules
    Important Player Pass Notes
    The spirit of the rule is to provide developmental opportunities within a league season for players to move to a higher level of competition, or regain confidence and playing time if their development at a higher level has reached a plateau and they are relegated to the bench, and to temporarily replace players with documentable injuries and illness.  Violating the spirit of the Club/Player Pass is considered any player movement to
    1)    Justify a result for a team (ie: prevent promotion/relegation or simply to improve standing) by bringing a starting player from a higher level (age or level of play) team.
     
    Violation of the spirit of the rule will result in a suspension of the use of the Pass for that team and a fine levied by the Regional Club Subcommittee.
    1.    Players using the Club/Player Pass should have a participatory target of 35 Washington Youth Soccer sanctioned matches in league and State Cup play during that year period.
    2.    For any player to play down on age to an A team only or level (A to B or B to C) permission must be granted by the DoC of the opposing team at least 48 hours prior to the match.
    3.    For any more than 15 players for the team (including those using the pass) permission must be granted by the DoC of the opposing team at least 48 hours prior to the match (coaches must have email contact as to the need prior to the DoC’s discussion).
    4.    The Game Rosters must be noted for player pass use.  CPP (Club Player Pass) is a column that the approved roster (2012) has for noting the player using the Pass.  If you’re using Korrio or Bonzi rosters, please write CPP next to the name of the player using the pass.
    5.    Mutual agreement between the DoC’s may waive the requirements of item 2 or item 3 but not item 4.  If the DoC’s waive either requirement, the results of the game then may NOT be contested by the managers, coach, or DoC.
    6.    Failure to notify the DoC and coach on the use of the pass in either of these conditions will result in a forfeit of the match.

    Washington Youth Soccer Travel Policy
    By entering a Washington Youth Soccer State Sponsored tournament/league, including Cup Tournaments, State League, and Regional Club League, teams agree to make every effort to play all of their games.

    Safety is always our number one priority. It is not required nor expected for teams to take an alternate route that is much farther than the original direct route in order to make a game. It is impossible to cover all situations that may arise due to inclement weather in one document; therefore any situation not covered below will be referred to the corresponding Washington Youth Soccer staff program manager to determine further action.

    WSDOT - Snoqualmie Pass Road & Weather Conditions


    http://www.wsdot.wa.gov/traffic/passes/snoqualmie/

    Inclement Weather Travel Policy
    Road Closures
    If a roadway necessary to reach a game location is closed either 24 hours prior to game time when teams are staying overnight or 6 hours prior to game time when teams are traveling the day of the game, per the Washington State Department of Transportation (WSDOT) for reasons other than regularly scheduled maintenance closures, then the game will need to be rescheduled through the State-sponsored tournament/league representative. If the game is unable to be rescheduled, the program committee and/or staff program manager for the State Sponsored tournament/league will flip a coin to decide the game results if results are needed for advancement.

    Chains Required
    If roadways are open but chains are required, a team may opt not to travel. These games must be rescheduled as soon as possible at the original home team’s site. If either team refuses the reschedule, the team refusing will accept a loss for the game. It will be recorded as a 0-1 loss and any unrecoverable game expenses the other team incurred for the unplayed game may be submitted to the Washington Youth Soccer office for review to be reimbursed by the team opting out of travel. In addition to reimbursing the opponent for the unrecoverable game expenses, the team declining/refusing to reschedule may also be subject to forfeit fees as applicable in accordance with each State Sponsored tournament/league rules of competition. See reimbursement policy below.

    If roadways are open 4-24 hours before game time with no requirement for chains per WSDOT, and a team does not travel to the game, then they will be issued a forfeit loss. The team earning the forfeit loss will not advance in the tournament/league; additionally, the team may be subject to fines per the State Sponsored tournament/leagues rules. Any unrecoverable game expenses the hosting team incurred for the unplayed game may be submitted to the Washington Youth Soccer office for review to be reimbursed by the team opting out of travel. See reimbursement policy below.

    Reimbursement Policy
    Unrecoverable game expenses include field and referee fees. These fees will vary across the state therefore reimbursement for unrecoverable game expenses shall not exceed $500.00.

    The team refusing to reschedule will be billed by Washington Youth Soccer for the approved unrecoverable expenses from the original unplayed game. It is the team’s responsibility to pay the invoice within 30 days. If payment is not received within 30 days, WA Youth Soccer will then invoice the team’s Member Association for the unpaid balance. Team penalties for outstanding balances will include ineligibility for the specific team to compete in any current or future state-sanctioned competition until payment is received. Association penalties for outstanding team balances will include probation or suspension of participation of the Association’s teams in future state-sanctioned competitions.

    Unplayable Fields Policy
    Declared by Facility or Local Soccer Administration
    If the field is declared unplayable by the facility or the local soccer administration and the hosting team is notified by the facility/local soccer administrator, the hosting team is required to notify the traveling team as soon as possible. It is recommended that the home team makes every effort to find an alternate playing field for the originally scheduled game time and maintains contact with the away team during the process.

    If an alternate field cannot be found, the unplayable game needs to be rescheduled as soon as possible through the appropriate tournament/league representative. If a team had already traveled less than 100 miles one-way to the original unplayable game site and an alternative field is not available, the rescheduled game will be rescheduled at the original Home Team’s facility. If the team traveled over 100 miles one-way to the original site, the game will be rescheduled at a neutral* field to minimize travel. The home team will not be responsible for hotel/travel costs that may be incurred by the away team if a facility declares the fields unplayable. If the game is unable to be rescheduled, the program committee and/or staff program manager for the State Sponsored tournament/league will flip a coin to decide the game results if results are needed for advancement.

    Declared by Referee Crew
    If the field is not declared unplayable by the facility, the assigned referee crew for the game may declare the field unplayable 15 minutes – 1 hour prior to game time. The referee crew must be onsite and will consult with the referee assignor and/or field scheduler to determine if alternate options are available – i.e. relocation, delay, reschedule, etc. to declare if a field is unplayable. If the game cannot be played, the game needs to be rescheduled as soon as possible through the appropriate tournament/league representative. If a team had already traveled less than 100 miles one-way to the original unplayable game site and an alternative field is not available, the rescheduled game will be rescheduled at the original Home Team’s facility. If the team traveled over 100 miles one-way to the original site, the game will be rescheduled at a neutral* field to minimize travel. If the game is unable to be rescheduled, the program committee and/or staff program manager for the State Sponsored tournament/league will flip a coin to decide the game results if results are needed for advancement.

    * A neutral field is defined as a field outside of each team’s Association boundaries that provides close to or equal travel distance and is agreed upon by both teams. For help facilitating the neutral site, contact the State Sponsored tournament/league administrator.

    SSC Shadow Snow Removal and Winter Weather Policy
    SSC Shadow is excited about the memories created while playing this great sport.  Some memories will be about what happened on the field and some will be what happened off of the field…and some will be about what we did to the field.
     
    Our teams play year ‘round.  We have earned the right to do so.  Our Regional Club League plays through the winter months and the State Cups we participate in begin (high school aged boys) in January. To provide the best possible opportunities for our players, we need the help of all.  The alternative choices are not ones we want to make:
    Give away our home games; or, not compete. 
     
    The City of Spokane Park and Recreation Department has adopted a snow removal policy.  When snow falls on the turf fields at Dwight Merkel Sports Complex (DMC), Park and Recreation staff will remove snow until Friday evening to a level of 3/4”.  Any snow that falls and accumulates from Friday evening until game times on Saturdays or Sundays, must be removed by members of our club one hour prior to the start of the first game.  Snow may only be removed by plastic shovels and wheelbarrows, not snowblowers or plows, per SPRD policy.

    Joe Albi Stadium is a separate facility altogether.  Because of the number of teams we now have competing during winter months, it is necessary that we have more than 2 fields at our disposal.  Albi Stadium, per school district policy, does not allow the snow to be removed by the City’s equipment, so it can only be done by hand and with plastic shovels and wheelbarrows. This will be the Club’s responsibility.  It may be that your team plays at DMC, while another plays at Albi.  We still need ALL teams that are home to help remove snow from there because each team needs a place to play.  For example, if a team were to be bumped out of Albi that could mean your team gets bumped off of DMC.  One affects the other, so we all need to help.

    We may need to clear Albi a week prior to playing as if the snow sits in the stadium and we get a thaw and then a freeze, we are going to have heavy work on our hands to make the field playable.

    In order to work within the guidelines and get fields into playable conditions, we need many volunteers from ALL SSC Shadow premier teams hosting home games that weekend to help clear fields.  However, we must all understand that we are one.  As such, even if you are not playing at home on a particular weekend but you are available to help, we would ask that you would.  If games get cancelled because a field is not playable, it gets rescheduled. This in turn could affect others on another weekend.  We are all affected by one another; we must see this as a good thing.  It is what makes a community function.  It also makes a community come closer together; our club is one of our communities, so if you can help, please do so.  In the end, remember the cause: helping players (children) play, which brings all kinds of positive things: fitness, activity, learning, camaraderie, etc.

    SSC Shadow Field Clearing Procedure:
    If snow has fallen after fields have been cleared by Friday night, SSC Shadow coaching staff will evaluate field conditions at 7 a.m. on Saturday and Sunday game days.  If snow removal is needed, staff will immediately call and text message the coaches and managers hosting home games letting them know field clearing volunteers are needed.

    Coaches and managers will text and e-mail players and parents from their team, letting them know their help is needed to clear fields, beginning at 8 a.m.  It is imperative that each team bring their own plastic shovels and wheelbarrows.  Many hands make light work!

    As snow falls during the game, SSC Shadow teams playing will be responsible before and at half time to help keep the lines viewable.
     
    Winter Weather Policy:
    For home and away games, SSC Shadow follows the Washington Youth Soccer Travel Policy for guidance on inclement weather and unplayable fields. 

    For team practices held on days with inclement weather, SSC Shadow will follow these guidelines:
    *  If Spokane School District 81 has been closed for the day, all SSC Shadow practices within their school boundaries will be cancelled. 
    *  If Central Valley School District has been closed for the day, all SSC Shadow practices within their school boundaries will be cancelled.
    *  If school is in session, but inclement weather has arrived during the day, SSC Shadow will make decisions by 2p.m. about whether or not practices will be held that evening.  Parents and players will be contacted by e-mail from their coach or manager IF practice is cancelled.  Assume practice is “on” unless you are notified otherwise by e-mail prior to 2p.m.
    *  Safety first!  Because SSC Shadow welcomes members from throughout Eastern Washington and North Idaho, we encourage players and parents to put safety first when it comes to driving distances to and from practices and games during periods of inclement weather.  If you feel roads are unsafe for travel, please stay home.

 

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