WYHA and COVID-19 Policies
01 | Registration Fees
All registration fees as a participant in the Webster Youth Hockey program will be due and payable in full by July 31st (Travel Midgets must be registered and paid two weeks before the WNYAHL Scheduling Meeting or July 31, whichever occurs earlier). A late fee of $50.00 will be assessed to the registrant if registration is not completed on time. Players not paid by July 31st will not be allowed on the ice and will not be rostered. In addition, there will be a $50 non-sufficient fund (NSF) fee imposed for all returned checks. Parents electing to use the WYHA Payment Plan must continue to make payments on schedule or risk the penalties for not being registered. All payments in a Payment Plan must be made by 12/30 (Midget Travel players on payment plans must be completely paid by 9/30).
02 | Zero Tolerance
The WYHA and USA Hockey Zero Tolerance policies will be strictly enforced. Coaches, managers and parents will be subject to disciplinary action determined by the Webster Youth Hockey Board of Directors.
03 | Roster, Tryouts and Evaluations
USA Hockey allows 20 players on a team. Our target at Webster Youth Hockey is 15 to 18 players (8U & 6U team targets follow USA Hockey guidelines). Players must tryout or evaluate at their USA Hockey defined age group. Player requests to play "up" must be approved in advance by the applicable Division Vice President and the player must attend the tryout for their age group first before any request will be granted. Head Coaches are not authorized to grant move up requests.
04 | USA Hockey Rostered Team
Any team representing Webster Youth Hockey, i.e., House, Select, Girls and/or Travel must be a USA Hockey rostered team.
05 | Tournaments
Any WYHA team participating in tournaments can only participate in USA Hockey or Hockey Canada sanctioned tournaments. In addition to only playing in sanctioned tournaments, teams are responsible for ensuring that they only play rostered USA (or Canadian) teams. Leagues and Tournaments are responsible for making sure all teams are appropriately rostered, thus teams are responsible for scheduling scrimmages against rostered opponents.
06 | Equipment
The following equipment is to be worn at all times (at any on-ice function at any rink) by all players in Webster Youth Hockey, in addition to USA hockey requirements:
- Neck guard
- Mouth guard
- HECC helmets with chinstraps properly fastened; also applies for all coaches, assistant coaches, on-ice helpers, and student coaches. Student coach helmets must include a face mask
- Injured or non-participating players (example: 2nd goalie) who are sitting on the bench must wear a helmet with face mask
07 | Jerseys
WYHA has selected and approved team game jerseys. For games (including scrimmages, tournaments, league, playoff, and championship games) and for team pictures, the use of the official WYHA issued league jerseys and socks is required. WYHA does not allow advertising on the official approved game jerseys. WYHA Teams are welcome to purchase practice jerseys and add sponsors to the practice jerseys.
08 | Players Receive Equal Ice Time
All coaches should make every reasonable effort/attempt to allow each player on their team to play the same amount of time throughout the season. Our policy at Webster Youth Hockey is for the development of a positive attitude in each player in an enjoyable setting/atmosphere.
09 | House Players as Substitutes on House Team
House players as substitutes are allowed as dictated by Empire Amateur Hockey Conference (EAHC) rules for House leagues. See website at: empirehockey.org.
10 | Alternates
Players asked to be alternates for a travel team are allowed as governed by the rules of the Empire Amateur Hockey Conference, GLGHL and the Western New York Amateur Hockey League. Please refer to their respective websites for specifics. A house player’s first priority is to their house team and must attend their house team functions if there is a conflict with the travel team. Travel alternates must be rostered on another WYHA team as their primary team.
Travel players as alternates for an older/higher travel team are allowed as governed by the WNYAHL rules. Alternates always go "up" and never "down".
- Additional fees owed as a result of the above will be determined by and payable to the older/higher team. The fees charged shall be clearly identified as to their purpose and returned if the alternate does not participate in the activities the fees cover.
- Alternates are committed to and are to play for their primary team first and can be used as an alternate as long as it doesn’t interfere with the primary team’s schedule.
- Female players may be dual rostered on teams in multiple organizations provided all applicable league rules are followed and permission of the WYHA president & registrar is obtained. Players in this circumstance must pay a player fee to WYHA. A written agreement from both orgs on which team takes precedence is required.
11 | Select or Supplemental Teams
Select or Supplemental teams will be permitted only if a written request is submitted and approved by the WYHA Board. Tryouts may be held and are limited to players registered with WYHA. Players must be USA Hockey rostered and fall within his/her USA hockey age classification. The team’s schedule cannot conflict with the schedules of the players primary team(s).
- WYHA Select teams will be allowed ten (10) games with the same WYH House player. Once the eleventh game is played, player cannot and will not be allowed to return to a House team.
- Select teams will have a separate registration and a separate roster established by 12/31 of current year.
12 | WYHA Suspensions (i.e., Instituted by WYHA Board or Coach)
Player: Suspension of a player (sitting one or more games) from Webster Youth Hockey can occur if any of Webster Youth Hockey’s and/or the team’s written rules, regulations, policies, agreements, code of conduct and/or by-laws are violated. If being disciplined for a non-written rule, player must have a hearing prior to the actual suspension, and as soon as possible. All suspensions must be reported to the Board prior to the suspension of a player.
Coach: Suspension of a coach from Webster Youth Hockey by any individual having that authority will occur due to the breaking of any of Webster Youth Hockey and/or team’s written rules, regulations, policies, agreements, coaches’ code of conduct and/or by-laws.
USA Hockey, WNYAHL, EAHC, GLGHL, and WYHA all have the authority to suspend coaches, players and parents.
13 | Disputes
Any disputes between coach and player/parent that cannot be resolved must be brought to the attention of the House, Girls, and/or Travel Director. The appropriate director will then have the option of negotiating a solution or bringing the matter to the WYHA Disciplinary Committee or Board of Directors for review and resolution.
14 | Prorated Refund Due to Injury
Any incident or circumstance that results in a player being unable to play or participate in WYHA related activities due to a hockey related injury for more than a continuous period of four (4) weeks or more, may receive a prorated refund upon request, in writing, to the WYHA Board of Directors.
15 | Fundraising/Sponsors
All teams are required to participate in the WYHA sponsored Tournaments if a division is offered for their team.
Additional Fundraising: All teams are welcome to fund raise. Fundraising must receive prior approval of WYH Board. Teams are not permitted to use the WYHA 501-3c status or WYHA's sales tax exemption for fundraising purposes.
End-of-year Accounting: Each team will provide WYHA with an accounting of how team funds were appropriated. This accounting should be submitted to the WYHA treasurer before tryouts or evaluations.
For additional information concerning Sponsorship/Fundraising contact the WYHA Secretary or Treasurer.
16 | Use of Webster Youth Hockey Logo
The WYHA logo is trademarked. Therefore, use of the WYHA logo requires approval by the Board of Directors (Executive Board).
17 | Tax I.D. Number
The Tax Exempt number assigned to Webster Youth Hockey as an entity is not to be used in individual team checking accounts, fundraising or purchasing. However, teams may apply to the Treasurer to have forms filled out which require our Tax I.D. number for the purpose of fundraising. Team Treasurer's must open team accounts under their own name and may not use the WYHA Tax ID number.
18 | Membership of Board of Directors
To be eligible for the WYHA Board of Directors or as a WYHA Officer an individual must have at least one child playing for WYHA, if the interested individual has children playing hockey. In addition those interested cannot hold an office in another organization which could cause a conflict of interest. WYHA Board Members and Officers may not accept financial payments for services to WYHA as this presents a conflict of interest to accept payments approved by the Board or Officers and also violates the WYHA By-Laws.
19 | Attendance at Meetings
Officers, board members and/or committee members are expected to attend meetings on time, as dictated by attendance policy. If two meetings are missed by member, they may be asked to step down.
20 | Refund of Travel/Girls/House Deposits and Fees
WYHA will refund the $150 deposit to any player who is cut or otherwise not offered a position on a WYHA Team. Travel & Girls deposits will be returned after the completion of House Evaluations or transferred to House once a request is made. Players who are offered a position and subsequently decide to leave the organization before completion of the season they tried out for or evaluated for will not be refunded the deposit or pro-rated registration fees unless:
- The player's family moves making playing for WYHA unrealistic.
- The player suffers a season ending injury. See Injury Policy.
- The player is replaced by another player approved by Head Coach and applicable Division VP.
In addition, any players offered a position on a WYHA Travel, Girls or Empire House Team are considered to be committed for the entire subsequent playing season and any previous Releases requested or issued before Tryouts are void. WYHA deposits & fees returned for players who were offered positions may have WYHA expenses subtracted including but not limited to credit card, jersey and processing fees. Note that this policy is consistent with NYSAHA policies.
21 | Travel/Girls Jersey Costs
Once Travel/Girls jerseys are ordered, they are non-refundable. Jerseys can not be returned and orders can not be changed due to failure to accurately size the player. Players who withdraw from a team (for any reason) are still responsible for payment for the jerseys. Refunds of deposits or registration fees will be withheld or the jersey costs subtracted from the fees already paid if necessary.
22 | Locker Room Monitors
All teams must have gender appropriate Locker Room Monitors (LRM). On teams with both genders, there must be at least two LRMs, one for each gender. LRMs must have current SafeSport Training and be screened per USA Hockey and NYSAHA rules. The duties of a LRM are to supervise the locker room when coaches are not present. LRMs are responsible for ensuring only players and gender appropriate parents are in the locker room, players are not engaging in inappropriate behavior (horseplay/hazing, use of illegal substances, using cameras or video equipment, keeping locker rooms clean and any other inappropriate behavior not listed), and if necessary, confiscating cell phones at the door. Incidents should be reported to the team coaching staff for disciplinary action. LRMs do not have to be in the locker room at all times but should always be in the vicinity and periodically check the behavior in the locker room. At the discretion of the head coach or WYHA Board, teams may be required to always have a locker room monitor, coach, or manager in the locker room to prevent issues.
23 | Non Parent Coach Reimbursement of Travel Expenses
Non parent coaches are defined as adults who are coaching a WYHA team but are not related to any player on the team. Non parent coaches are eligible to apply to WYHA for reimbursement of expenses involved with travel outside of the Monroe County/Section V area for Team games or Tournaments. Expenses reimbursable include:
- Travel by Car - $50 per trip for away games outside of Monroe County/Section V to cover gas and tolls; Travel to a Tournament not in New York State will be reimbursed $125 (4+ hours away).
- Hotel Room – for Tournaments located outside of Monroe County/Section V. Receipt required and moderate priced hotels should be expected; Reimbursement is for standard rooms not suites.
- Travel team budgets will be adjusted to accommodate non parent coach anticipated expenses.
WYHA Policies Agreed to at Registration
Code of Conduct for Participating in WYHA Agreement
- No swearing or abusive language on the bench, in the rink or at any team function.
- No lashing out at any official no matter what the call is. The coaching staff will handle all matters pertaining to officiating.
- Anyone who receives a penalty will skate directly to the penalty box.
- Fighting will not be tolerated. Fighting will result in a minimum of a one game suspension and any other penalties mandated by WNYAHL, GLGHL or EAHC and/or an appearance before a Discipline Committee.
- There will be no drinking, smoking, chewing of tobacco, vaping or use of any illegal substance at any team function.
- Players and parents will conduct themselves in a befitting manner at all facilities (ice rink, off ice training, hotel, restaurant, etc.) during all team functions.
- Any player, spectator or team official who cannot abide by these rules or violates them will be subject to further disciplinary action by Team Staff, League or the WYHA Board.
- All players, coaches, team staff agree to follow all local, New York State and USA Hockey/NYSAHA/West Section/league rules regarding sanitation and wearing of personal protection equipment.
Rules of Conduct Agreement
Webster Youth Hockey provides youth from the surrounding county areas the privilege to learn and compete in amateur hockey. With this privilege comes responsibilities. Those players, parents and coaches who accept these responsibilities are encouraged to participate with Webster Youth Hockey. Webster Youth Hockey abides by and supports the USA Hockey Zero Tolerance program.
The WYHA Board of Directors is the final authority for all matters of conduct and discipline regarding players, parents and coaches. The WYHA Disciplinary Committee process does not override a player’s right to appeal any suspension or dismissal through NYSAHA or USA Hockey. The Vice-President of Operations and his/her associates are responsible for adherence to the Rules of Conduct for all. The Head Coach is responsible for adherence to the Rules of Conduct for all players, parents and coaches associated with his/her team. The Head Coach may designate an assistant coach or manager to assist him/her in this regard. Any player suspended or dismissed forfeits all registration monies for the current season.
Regulations & Policies are effective from the first day of evaluations/tryouts to the last day of the season.
- Players: Any player found using alcohol, tobacco products (including vaping) or illegal drugs will be suspended from all Webster Youth Hockey events until a disciplinary review is conducted, and may be subject to reprimand, suspension or dismissal.
- All Others: Any parent, coach, manager or league official found to be under the influence of alcohol or illegal drugs at a WYHA function shall be subject to discipline by WYHA for the remainder of the season. A second offense will result in permanent dismissal. Use of tobacco products (including vaping) is not allowed inside any public area which includes ice arenas and is also subject to disciplinary action.
- There will be no drug consumption or use on the property or surrounding areas of any rink or off ice facility by any player, coach, manager or parent.
Any player, parent or coach refusing a directive or instruction from a coach or official of Webster Youth Hockey, or any coach refusing a directive or instruction from an official of Webster Youth Hockey may be subject to reprimand, suspension or dismissal.
Offensive Gestures or Language
Any player, parent or coach using vulgar, obscene or offensive gestures or language may be subject to reprimand, suspension or dismissal.
Unexcused Absence or Tardiness
- Travel teams: Prior permission from the head coach must be obtained before missing a game or practice. Permission will be granted for illness or injury, family vacations, school obligations and other reasons, as the head coach deems acceptable. Violations of this rule may result in reprimand or suspension. Tardiness to practices or games may result in reprimand or suspension.
- All Others: The head coach should be advised prior to any absence from a team function. Tardiness or unreported absence from practices or games may result in reduced number of regular shifts (benching) during games.
Misconduct on the ice, on the bench, in the locker room, at any off ice training, or in any rink, home or away, will not be tolerated. Players are responsible for the appearance of their locker room and will leave it in as good, or better condition, than they found it. Damage to any property will not be tolerated. Violations to this rule may result in reprimand, suspension or dismissal. Anyone found damaging property will be held responsible for its repair or replacement.
WYHA expects all members to adhere to all USA Hockey Policies including, but not limited to, policies prohibiting Bullying and Hazing, and policies on Locker Rooms and Discrimination. Failure to do so may subject the offender to reprimand, suspension or dismissal by the Head Coach or WYHA. Head Coaches may add team policies provided they are given to all in writing, do not conflict with any WYHA or USA Hockey Policy and are applied to all team members fairly.
Reprimand: Initial confrontation that serves as a warning. Any further infractions of the Rules of Conduct may result in more severe punishment.
Suspension: Loss of privilege to participate. Suspension may range from reduced number of regular shifts during a game to banishment from team functions for a period to be determined by the Board of Directors.
WYHA enforces the USA Hockey Zero Tolerance policy at all team events and at all rinks. Any parent or player who has a concern about the organization is encouraged to contact their appropriate Director or Vice President. Please submit all complaints in writing, sign and mail to: WYHA Disciplinary/Problem Resolution Committee, P.O. Box 118, Webster, NY 14580.
Webster Youth Hockey Association Liability Waiver Agreement
I, the parent or guardian of the named registrant, hereby give my approval to his/her participation in any and all activities of this program during the season. I understand that participation in the sport of ice hockey will expose the registrant to various risks incidental to the sport. I agree to assume these risks and I agree that in the event of injury or illness, I will waive any and all claims against Webster Youth Hockey Association, and its organizers, sponsors, and/or officials of said Association. I agree to assume any risk of infection from any virus including COVID-19, ensure my player and family follow all safety rules, and I agree that in the event of illness by my child or member of our family, I will waive any and all claims against Webster Youth Hockey Association, and its organizers, sponsors, and/or officials of said Association.
I will furnish an official copy of a Birth Certificate or equivalent, for the above-named registrant at the time appointed by the Associations officials. Additionally, if the Association deems any medical reports, certifications, or releases necessary, I will provide such documentation to the Association at the time appointed by the Association officials. I recognize that Webster Youth Hockey Association relies upon the accuracy of the information provided in the registration forms for a variety of reasons integral to the operation of the Association. I represent that all information provided herein is true and I agree to hold Webster Youth Hockey Association harmless from any liability which may result from any information provided that is untrue or inaccurate.
I agree to pay any fees or charges incurred by the Association as a result of this registration. If payment is made by check, I agree to pay a $50.00 fee to Webster Youth Hockey Association if the check is returned unpaid for any reason. I understand that if payments for my child's fees are not up to date that he/she may be asked to leave the ice or not allowed to participate in games until payments are up to date without credit for ice time or training missed.
I further recognize that Webster Youth Hockey Association is an amateur sports organization that is not-for-profit and run by volunteers. It is the goal and purpose of the Webster Youth Hockey Association to develop each individual participant not only in the game of hockey, but to develop character, sportsmanship, and provide fair opportunity to all those involved. I agree to comply with the stated purpose and to abide by all rules and policies developed by Webster Youth Hockey Association.
Zero Tolerance Agreement
The Webster Youth Hockey Association fully endorses USA Hockey's ZERO TOLERANCE policy regarding parents and spectators. On-ice officials will stop the game when the parents/spectators displaying inappropriate and disruptive behavior interfere with other spectators or participants of the game. The on-ice officials will identify violators to the coaches for the purpose of removing parents/spectators from the viewing and/or game area. Once removed, play will resume. Lost time will not be replaced and violators may be subject to further disciplinary action by WYHA or the local governing body. This inappropriate and disruptive behavior may include, but not be limited to:
- Using obscene or vulgar language in a boisterous manner to anyone at any time
- Taunting players, coaches, officials or other spectators by means of baiting, ridiculing, threatening physical violence or displaying physical violence
- Throwing any object in the spectators viewing area, players bench, penalty box or the on-ice surface that in any manner creates a safety hazard
I have read and agree to abide by the Zero Tolerance rules and the Parents Code of Conduct endorsed WYHA. I fully understand that the consequences of violating these guidelines may include removal from the game and future disciplinary action as determined by the Webster Youth Hockey Association Board.
With the number of questions being asked about this we would like to reiterate some points of our COVID-19 policy. The full policy is located here and we ask you to become familiar with this so you know the protocol and can answer your team’s questions if any come up.
- If a player or coach tests positive for COVID-19, we encourage the family to contact their Team Coach & Manager and the WYHA president to report the confirmed case. Information shared will remain confidential.
- When there is a COVID-19 confirmed case, the County Health Department will take the lead on quarantine and clearance for the person(s) affected to return to WYHA functions.
- If an individual receives a positive COVID-19 diagnosis, the individual must be medically released from isolation before returning to any WYHA function.
- The Webster Cyclones board and/or Team Staff will notify players and families if a positive COVID-19 case occurs on their team.
- If a player or coach on a team tests positive, all players and team staff (Coaches, Managers and other volunteers) on the team are expected to follow the directives and recommendations of the County Health Department.
- If a player or coach on a team tests positive this does not necessarily mean that their ice slots will be cancelled. We will work with each team if/when this happens and based on the situation an appropriate decision will be made.
- If a team is required to quarantine all ice slots for that team will be canceled during the quarantine period and rescheduled for a later date to the extent possible.
- All team’s participating in any WYHA function are required to follow the guidelines for the given rink they are using. As coaches/managers we are counting on you to ensure these policies are followed.
- If you are sick, don't feel well, or have been exposed, do not come to the rink. Coaches should ask the team they are sharing with to run their practice if coaches are not available.
- Locker Room Monitors are responsible for monitoring locker rooms and limiting capacity (should locker rooms be allowed) and also are supposed to help coaches and managers monitor mask wearing and players before and after practices.
- All teams must have Locker Room Monitors.
- Posting COVID positive cases on social media about other people is a violation of medical privacy laws. WYHA expects all parents to monitor the social media activity of their children.
Health and Safety Guidelines
WYHA is following all guidelines in place by NYSAHA, USA Hockey and the Monroe County DOH. For more information on these policies please refer to the websites for each of these entities. In addition, WYHA is expected to the follow the guidelines for each rink that they are attending this season. The policies for the "home" rinks we use are listed below. For away ice times please refer to that rink's website for their most up to date COVID policies.