WVPW AREA REP’S<= /b>

Guidelines: =

An Area Rep will have a term of 2 years upon being elected. If you are not able = to attend any meetings, the appropriate board member will need to be notified = and a replacement sent to take your place.&nbs= p; Only one Area per High School Area.= Area Rep’s may have assistants to help with day to day duties.= The assistants will not have the s= ame authority and will be used as meeting replacements and overflow workload. All Area Rep’s just like coa= ches must pass a back ground check before running for the position. WVPW events are very important to = the sustained success of the league. Area Rep’s are required to attend these events and Volunteer.<= span style=3D'mso-spacerun:yes'> This is crucial as there are a lar= ge number of your area participants at these events and you can be accessed ea= sily to relay info or handle situations. Rep’s must keep in touch with the website to relay important i= nfo that can change daily. Must be willing to have email address and phone number posted online at www.wvpw.org. Establish a working relationship a= nd link of communication with your local High School athletic director’s= and Head Coaches. Area Rep’= s are ultimately responsible for the players, coaches and parents in there Area.<= span style=3D'mso-spacerun:yes'> They should be well informed and f= ollow the chain of command thru there Area process to insure everyone’s voi= ce is heard and all issues are communicated accurately and punctually. From the Executive Board to the co= aches all positions in Pop Warner are done by Volunteers. All Area Rep’s and Associati= on Presidents will also be required to attend the Executive Board meetings hel= d on the first Monday of each month. Important info pertaining to the league will need to promptly and accurately relayed back to there area’s. If you can’t attend the meet= ing a stand in must be sent. If an = Area Rep misses and doesn’t send representation to more than two meetings = they will be removed from there position and that Area will hold the election process immediately to fill the vacancy.&n= bsp; People in your Area depend on the Area Rep to be there voice and lin= k to the league.

Coaching:

The Area Rep’s are responsible for recruiting co= aches in there area. They must be approved by the area rep and pass a back ground check before starting. This procedure is to be followed e= very year regardless of weather the coach is returning from a previous season. The league would like to see coach= es in place at least 30 days prior to mass registration. Assigning coaches to teams will be= based on the final registration numbers that will determine team splits. Carefully checking a coach’s references and past coaching history will help to insure a positive environ= ment for the kids and reduce issues down the road. Area Rep’s will collect coac= hing applications and be responsible for getting them to the E-board for there b= ack ground checks. All coaches mu= st receive a copy of the rule book from the Area Rep. Also they should be informed of all upcoming in season events that they will need to get there families prepared for. All coaches will be requ= ired to attend a mandatory meeting, it is a good idea to touch on the rule book either before or after to make certain they understand the rules and you wi= ll not have issues later. As Are= a Rep’s we are the main line of communication between the league and its participants. Communication w= ith coaches and families is critical. Games and events can be changed at a moments notice do to uncontroll= able circumstances; this info will need relayed quickly and accurately. In addition to the rule book, coac= hes (especially first year) will need to be informed of game day procedures, equipment provided by the league and field / event locations. Pop Warner depends on all of its Volunteers and Participants to respect and help care for the local fields in the community that we use. Th= ey are a gift and the City’s or School districts have the right to deny us u= se if we abuse this privilege. C= oaches will need to be informed of the following.= A) Game and practice restrictions such as parking and garbage clean-= up and time of arrival and departure. B) Sideline access dur= ing games and practices - restricted to parents. C) Duties required by volunteers on home games (chains, MPR’S and cleanup). D) There responsibility to control an= yone on there sideline. E) Both Coaches and Team Managers tra= ined on how to properly assemble and honor the Team Book. F) Pre game weigh-in procedures. Area Rep’s do have the authority to uphold Pop Warner code of conduct policies. The proper = steps must be taken before any suspensions or any other decisions are made. If it’s been determined by t= he league that action should be taken, the Area Rep will then be allowed to ca= rry it out.

Chain of command and complaints:

This is very important in any organization to know whe= re and who to bring issues. The chai= n of command starts with the coaches. They need to exhaust every effort in trying to resolve any matter th= at pertains to there team. Infor= mation on the event needs to be detailed on all parties involved. Only when it has become evident th= at the coach can’t deal with this issue discretely it will go forth to the A= rea Rep. In the event that the is= sue requires further involvement from the league, it will be taken to the Execu= tive Board. The league wants to av= oid issues making there way to the top so take time to understand and we are confident that almost all items can be solved by the Area Rep or the Associ= ations. Area Rep’s will often be ask= ed a lot of questions about various items pertaining to the league. Don’t be afraid to tell some= one you’re not sure and you will get back to them.&nb= sp; It is better to call them back with the correct answer than to give = wrong info on the fly. This will eliminate confusion and frustration. Items that are brought to the Area Rep before, during and after the season should be handled in the following manner. The Area Rep will contact the Board member that is the Chair over that position and make them aware of what is going on and that Board member will direct the Area Rep on the proper way to deal with said item. It is important that Area Rep’s do not go around appropriate board members = in obtaining info. Example: if i= t is a Registration issue the Area Rep would take it to the Chair of that committe= e.

Registration and player rosters:

Each Area Rep will be required to attend training sess= ions with the Registration committee to go thru the Leagues computer program. The system helps to track, maintai= n and roster players. Area Rep̵= 7;s will be asked by Registration for assistance as the season is underway. These items will include updating contact info and helping registration determine that all information and rosters are correct. The Registration Committee and WVPW have policies in place that determine where players are too placed and how rosters will be formed. Area Reps do not have the authorit= y to move players or roster players on their own. Area Reps will need to be present = at all registrations to help participants get signed up. The Area Rep must respect the poli= cy of the league on how teams are formed. Knowing this policy will help in being able to inform the participants. All Registration decisions will be made by the committee and enforced by the Area Rep. Rosters will need to be monitored = thru the season to insure that players are on the correct teams and O/L are with= in the proper weight for their division. Upon Registration families must be well informed of all age and weig= ht requirements. If players are misplaced on rosters they will be moved prior to the first league event. Recruiting of new and returning pl= ayers is key to the success of our League. The league will post and put out its normal advertising before registration. School by School flyers will need to be distributed and the Yard signs will to be placed in = safe and high visible areas. This = is where great relations with the school have come into play; they can be a gr= eat asset. Any additional adverti= sing or recruiting will be at the cost and discretion of that Area Rep or Association. Once the registr= ation process is complete and teams are formed, all Area Rep’s should have a list of all coaches and players in the area. On this list should be a phone num= ber and an email address. This sh= ould kept on file and be able to provide it in case of participants needing to contact their coach or visa versa. <= /span>

Equipment and Fields:

All areas are responsible for the storage and maintain= ing of player and practice equipment. Most everyone has storage already. Area Rep will be responsible for acquiring storage if it is not yet available. An assistant to help with this is = highly suggested. All equipment must= be tracked and accounted for. Th= ere must be detailed inventory records to show all of the equipment is usable a= nd available. Upon the completio= n of the season all equipment must be cleaned and checked back in. It needs to be separated and shelv= ed or set aside for reconditioning. Area Rep or Area Equipment manager will need to work with and attend the meeting with the Equipment Chair from the Executive Board. After registration comes to a clos= e you will need to get in touch with the Chair to see what is needed in your area= for the upcoming season. Jerseys = will be ordered after registration numbers are available. Area Rep’s will need to dete= rmine numbers, sizes and colors before the ordering deadline. If there is a field in your Area t= hat is being used by WVPW you or someone you decide will need to provide Goalpost pads, chains and pylons for the games.&nbs= p; Field equipment for the games will be provided by the league.