Policies & Procedures

To maintain the highest level of sportsmanship, Shaler Soccer Club expects all members—players, coaches, parents, and spectators—to adhere to the following code of conduct:

Players: Respect coaches, teammates, opponents, and referees. Demonstrate good sportsmanship and strive for improvement and teamwork.

Coaches: Serve as role models, encouraging positive behavior and growth. Maintain a respectful and supportive atmosphere for players and parents. Adhere to the policies, procedures, and directions from the club administrators and board.

Parents: Support your child and the team in a positive and respectful manner. Refrain from criticizing or making derogatory comments toward players, referees, coaches, club administrators, board members, or the club itself on social media.

Spectators: Respect all participants, including opposing teams and referees. Disruptive or disrespectful behavior will not be tolerated.

Uniform: Players must wear the designated Shaler Soccer Club uniform during games. In House Uniforms consist of a Jersey and Socks and are included in the registration costs. Travel Uniforms consist of two jerseys, a pair of shorts, and a pair of socks and must be purchased through the club’s selected vendor. 

The person ordering the travel uniform is responsible for verifying sizing, fit, and completeness of the order.

Equipment: Players must come to practices and games with appropriate soccer equipment, including shin guards, cleats, and a properly inflated soccer ball. No jewelry or metal accessories are allowed on the field for safety reasons.

Attendance: Players are expected to attend all practices and games. Coaches should be notified in advance if a player cannot attend.

Practice Schedule: Coaches will provide a schedule at the beginning of the season. Parents and players are expected to arrive on time, and any changes will be communicated through official channels.

Academy: At least one practice every week should be designed as an Academy style practice, applicable to all age groups. Academy style practice consists of all teams within the age group practicing together in a unified session where the coaches collaborate on the training and the players all come together to learn and have fun.

This allows for coaches to learn every player within an age group and allows for the players to build chemistry with players from other teams, making it easier when substitutions are required.

Game Day: Players are expected to arrive at the designated field at least 20 minutes prior to game time for warm-ups. Players must show respect to referees, coaches and other players and abide by the rules of the game.

Shaler Soccer Club strives to balance playing time to support development while maintaining a competitive environment. Coaches will ensure that:

Every player will have the opportunity to participate at least 50% of each game, provided the coaches do not have any safety or behavioral concerns.

Additional playing time is based on effort, attitude, and attendance, as well as the competitive nature of the game.

It is inappropriate to challenge a coach on play time at the conclusion of a game. Inquiries into any consistent reductions in play time (more than a single game) should be directed to the age group commissioner to investigate.

Shaler Soccer Club relies on parent and community volunteers to function effectively. We ask all families to contribute time in various roles, such as:

• Coaching or assistant coaching.
• Helping with field set-up or event management.
• Participating in fundraising efforts.

The club offers volunteer registration family discounts applicable to fall and spring seasons where the member is in the volunteer role to encourage participation.

100% registration family discount (Fall/Spring)

• Administrative Board of Directors – (President, Vice President, Secretary, Registrar, Treasurer)
• Certified Coaches (Grassroots age appropriate certification or A-F license)

50% registration family discount (Fall/Spring)

• Administrative Board of Directors – Voting & Non-Voting Roles
• Parent Coaches (clearances & Grassroots intro course)
• Age Group Commissioners

All volunteers eligible for a family discount must satisfy the role as defined in the roles & responsibilities document for the position.

Per federal law, anyone receiving a rebate of $600 or more in a calendar year would require the club to issue a 1099 tax form.

To ensure a fair and positive experience for all players, the club enforces strict goal differential rules in line with PA West District guidelines:

Games should aim to maintain a five-point goal differential.

Teams must remain within an eight-point goal differential. Violations will result in disciplinary actions against coaches, including warnings, suspensions, or further penalties.

Player Misconduct: Coaches will address minor infractions (e.g., inappropriate behavior or poor sportsmanship) with the player and, if necessary, the parent. Repeated misconduct may lead to reduced playing time or dismissal from the team.

Parent/Coach Conflicts: Any concerns regarding coaching decisions, playing time, or other team-related issues should be discussed privately with the coach no sooner than 24hrs after the game or practice. If unresolved, the matter may be escalated to club leadership.

Serious Violations: Any behavior deemed harmful, including bullying, harassment, or violent conduct, will be subject to investigation by the club’s disciplinary committee. Consequences may include suspension or expulsion from the club.

Field Conditions: Shaler Soccer Club will determine the safety of field conditions and will close fields for any period of time deemed necessary. Notifications will be sent via team communication channels and social media. All events on a closed field are automatically canceled.

Practices: Travel coaches have the authority to assess the weather conditions and cancel practices if unsafe. In-House training session and games are cancelled by the commissioners & field manager. Notifications will be sent via team communication channels.

Games: Shaler Soccer Club will follow the league's policy regarding game cancellations due to weather. Games canceled due to inclement weather will be rescheduled if possible.

Make ups: The board may, at its discretion, offer a make-up session for any in-house regular season program, the Saturday following the close of the regular season.

Medical Emergencies: In case of injury during practice or games, the coach or designated adult will administer basic first aid and contact emergency services if necessary. Parents must provide up-to-date emergency contact information.

Concussion Protocol: Any player suspected of having a concussion will be immediately removed from play and must obtain medical clearance before returning to the field.

Registration Fees: Refunds may be requested prior to the start of the season (first official day of club practice). A processing fee may be applied, and no refunds will be issued once the season has begun, except in cases of injury or extenuating circumstances approved by the board.

Uniform Costs: Uniforms are non-refundable once orders have been placed. MS, JV, and Varsity players should hold on uniform ordering until confirmation of team placement.

Official Channels: Coaches and club leadership will communicate all updates, including practice changes, game schedules, and club events, through official platforms such as email, team apps, or the Shaler Soccer Club website and social media.

Response Time: Coaches and club leaders will strive to respond to inquiries within 72 hours.

Grievances Resolution: Any formal grievances received will be reviewed during the next monthly board meeting unless the officer group deems it necessary to hold a special session.

Fundraising Participation: Families are encouraged to participate in fundraising activities to support club operations.

Sponsorship: Businesses or individuals interested in sponsoring the club or a specific team can reach out to the fundraising director for more details.

Annual General Meeting (AGM)

Shaler Soccer Club hosts an Annual General Meeting in November to review club performance, discuss future goals, and elect board members. All club members are encouraged to attend and participate in decision-making processes.

The club encourages players seeking to enhance their skills at higher levels of competition to explore Classic Club opportunities through PA West. Many Classic Clubs support continued participation in community clubs like Shaler Soccer Club, allowing players to maximize their playing time and develop their abilities.

Please note that Shaler Soccer Club and its representatives do not endorse any specific Classic Club.

Shaler Soccer Club encourages its players to participate in multiple sports, as this helps enhance their abilities both on and off the field. This philosophy extends beyond athletics, fostering well-rounded individuals who contribute positively to the community.

The club may choose to cross-promote with other sports organizations if the following conditions are met:

The other organization aligns with Shaler Soccer Club’s core values of offering inclusive opportunities for all skill levels.

The other organization’s schedule does not conflict with Shaler Soccer Club’s games or practices.

The other organization reciprocates by promoting Shaler Soccer Club during its open registration periods.

The club is committed to providing the best possible experience for players, parents, and coaches. However, concerns may occasionally arise. Any member in good standing may submit a formal grievance to the board by emailing any board member. The grievance should include specific details such as dates, times, participants, and any other relevant information.

Members are encouraged to follow the club’s hierarchy when addressing concerns, bypassing levels if the grievance involves someone in that role:

Coach → Age Group Commissioner/Travel Commissioner → VP of Developmental/VP of Recreational → Formal Grievance Submission to the Board.

Once a grievance is submitted, SSC board leadership will acknowledge receipt via email and provide a timeline for review. The grievance will be discussed at the next full board meeting, and a course of action will be determined. Following this, the board leadership will inform the submitter of the resolution, at which point the grievance will be considered closed.

Shaler Soccer Club supports individual coaches who wish to form teams for tournaments, competitive futsal, or other soccer style competitions. However, Shaler SC is not directly involved in managing these activities, including the collection of fees, scheduling of events, selection of players, or the coaching of the team. These activities fall outside the scope of PA West and SSC, and team composition is entirely at the discretion of the coaches.

In order to ensure effective leadership and continuity within the club, the following policy outlines the eligibility requirements for officer positions:

To be nominated for any officer position (President, Vice President, Secretary, Registrar, Treasurer), a candidate must have successfully completed at least one full calendar year as a member of the Board of Directors of the Club. 

On the discretion of the board, this policy may be waived by unanimous decision.

To preserve the integrity of the club’s governance and prevent potential conflicts of interest, the following policy outlines restrictions on Board of Director nominations:

Immediate family members of current members of the Board of Directors are not eligible to be nominated or elected to the Board of Directors while their relative is serving on the board.

Immediate Family Members are defined as spouses, domestic partners, parents, children, siblings, or any individual who resides in the same household as a current board member.