Club Rules & Code of Conduct

These Club Rules are general operational rules applicable to Hunters Creek Volleyball Academy and Windermere Volleyball Academy. In the event of any conflict between these Club Rules and a signed Player Agreement, Financial Agreement, Waiver, Credit Card Authorization, or season-specific document, the signed agreement shall control.

A player is considered officially registered only after all required registration forms, waivers, memberships, and agreements have been completed and accepted by the Club.

Players and Parents/Legal Guardians agree to follow all Club rules, policies, procedures, team expectations, governing body rules, tournament rules, and facility rules.

Memberships and Governing Organizations

All players must maintain any required AAU, USAV, or other governing organization membership required for their program, team, or events.

Parents/Legal Guardians are responsible for completing required memberships, providing accurate information, paying membership fees, and keeping all information current, including date of birth, eligibility, residence, insurance information, and any required documentation.

Failure to provide valid required memberships or accurate information may result in suspension from practices, tournaments, team activities, or roster participation. The Parent/Legal Guardian remains responsible for any penalties, costs, roster issues, eligibility issues, administrative consequences, or other expenses caused by incorrect, incomplete, false, late, or missing information.

Our AAU Club Code and USAV Club Code may be provided during registration or upon request. These codes may change by season and should be confirmed with the Club before use.

Payments and Financial Obligations

All payments, fees, refunds, credits, installment schedules, and financial obligations are governed by the signed Financial Agreement, Credit Card Authorization, or season-specific written agreement.

Program fees may vary by season, location, team, program, and level. Current fees are provided in writing during registration or in the applicable signed agreement.

Payments are non-refundable except as expressly provided in the signed agreement.

Practice and Facility Rules

The Club uses school, church, rented, and third-party facilities. Players and families must follow all facility rules, OCPS rules when applicable, and any instructions given by Club staff or facility representatives.

Practice schedules, locations, gyms, coaches, teams, and programs may change due to facility availability, school closures, holidays, events, weather, staffing, team needs, or circumstances outside the Club’s control.

In the event of facility closure, schedule change, or cancellation, the Club may attempt to offer an alternative location or schedule when practical, but makeups, credits, refunds, or discounts are governed by the signed agreement.

Players are expected to arrive on time, attend practices regularly, wear proper volleyball attire, and bring all required equipment, including shoes, knee pads, socks, shorts, practice jerseys, water, and any required team gear.

Uniforms and Equipment

Uniforms, practice jerseys, and gear will be provided only as specified in the signed agreement or written program information.

Parents/Legal Guardians are responsible for submitting accurate sizing, spelling, and required uniform information by the deadline provided by the Club.

The Club is not responsible for incorrect sizes, spelling errors, late submissions, vendor delays, shipping delays, lost items, damaged items, or replacement needs caused by the player or family.

Additional or replacement uniform pieces may require additional payment.

Communication

Parents and players are responsible for checking emails, messages, WhatsApp groups, and official Club communications for updates, schedules, changes, deadlines, and team information.

WhatsApp may be used for team communication. Parents and players are responsible for ensuring they are receiving and monitoring Club communications.

All communication with coaches, directors, or staff must be respectful and professional.

Parents may not confront coaches, directors, staff, players, or other parents during practices, games, tournaments, or immediately after competition. Non-emergency concerns must be submitted in writing after the required waiting period stated in the signed agreement.

Concerns involving billing, contracts, withdrawal, or release should be sent to:

contract@hunterscreekvolleyball.com

General questions may be sent to:

info@hunterscreekvolleyball.com

Parent Conduct and Sideline Coaching

Parents and guardians must demonstrate appropriate sportsmanship at all times toward coaches, athletes, referees, tournament staff, event organizers, opposing teams, facilities, and other families.

Parents must not give technical instructions, corrections, tactical directions, or coaching advice to players during practices, games, warmups, tournaments, or team activities.

Sideline coaching, even when well-intended, can confuse players, interfere with coaching, disrupt team dynamics, and negatively affect athlete development.

If sideline coaching or disruptive conduct continues, the Club may restrict attendance, remove the parent from the facility, limit tournament attendance, or take other action necessary to protect the team environment.

Supervision, Drop-Off, and Pick-Up

The Club provides instruction and supervision only during scheduled Club activities.

Parents/Legal Guardians are responsible for transportation, timely drop-off, timely pick-up, and supervision before and after scheduled activities.

The Club does not assume responsibility for players left at the venue before or after scheduled activity times.

Parents/Legal Guardians must remain reachable during practices, games, tournaments, and Club activities. If an emergency arises and the Parent/Legal Guardian cannot be reached, the Club may contact 911 or emergency services at the Parent/Legal Guardian’s responsibility and expense.

Travel and Tournaments

Tournament schedules are tentative and may change based on tournament organizers, facility availability, team needs, roster needs, attendance, or circumstances outside the Club’s control.

Families are responsible for transportation, hotel arrangements, food, supervision, chaperones, and travel-related expenses unless otherwise stated in writing.

Coaches cannot serve as chaperones for minor athletes.

For Stay and Play tournaments, families must follow all hotel booking requirements established by the tournament organizer or the Club. Failure to comply may result in loss of tournament participation eligibility.

Players must remain at tournaments until released by the coach and must complete all assigned team duties, including officiating, scorekeeping, line judging, work assignments, and other team responsibilities.

Leaving early without coach authorization or failing to complete team duties may result in suspension from future tournaments, disciplinary action, transfer to another team, removal from tournament participation, or a refundable team-duty deposit requirement.

Team Placement and Playing Time

Tryouts, evaluations, and placement practices do not guarantee placement on a specific team, level, coach, position, role, or roster.

Team selection and placement are based on age, skill, potential, attitude, coachability, attendance, commitment, positional needs, roster needs, team needs, and coaching discretion.

The Club may move a player from one team to another or allow a player to participate with another team within the Club based on team needs, injuries, absences, positional needs, skill level, tournament needs, or operational decisions.

Playing time is not guaranteed and is not required to be equal.

Coaches make final decisions regarding lineups, positions, rotations, substitutions, tournament participation, and playing time based on attendance, effort, attitude, commitment, skill development, conduct, team needs, and competitive decisions.

Absences, Injuries, and Return to Play

Players are expected to attend all scheduled practices, games, tournaments, and team activities unless excused in advance.

Players must notify the coach as soon as possible regarding schedule conflicts, illness, injury, or absence.

Repeated absences, late arrivals, lack of commitment, injury-related absence, or inconsistent participation may affect playing time, tournament participation, roster status, team placement, or continued participation.

For injuries or illness, the Club may require medical documentation before allowing a player to return to practices or tournaments.

No Parent / Spectator on Playing Area Rule

Parents, spectators, and non-staff individuals are not permitted on the playing surface, bench area, warmup area, or practice area unless authorized by Club staff, tournament staff, or facility rules.

Spectators must remain in designated spectator areas.

Coaches and administrators may enforce this policy, and violators may be asked to leave immediately.

Misconduct Rule

Misconduct of any kind may result in disciplinary action, removal from the facility, suspension, transfer to another team, removal from the program, or other action deemed appropriate by the Club.

Misconduct includes but is not limited to:

Vulgar, abusive, threatening, or inappropriate language at any Club activity or event.

Demeaning, antagonistic, aggressive, or disrespectful conduct toward referees, players, coaches, parents, staff, tournament officials, opponents, or spectators.

Physical contact made in an aggressive or inappropriate manner.

Harassment, bullying, intimidation, retaliation, or conduct harmful to athletes, families, coaches, staff, or the Club environment.

Any conduct deemed by the Club Director or administrators to be harmful to the safety, privacy, professionalism, or operation of the Club.

Removal for misconduct does not entitle the player or family to refunds, credits, or cancellation of financial obligations under any signed agreement.

Privacy and Confidentiality

To protect the privacy, safety, and confidentiality of athletes, minors, families, coaches, staff, and Club operations, players and parents may not publicly disclose confidential, private, privileged, or non-public Club operational information, internal communications, private team matters, roster matters, disciplinary matters, financial matters, or information involving minors, coaches, staff, or families without prior written authorization from the Club.

Violations may result in disciplinary action and the Club may seek any remedies available under the signed agreement or applicable law.

Conflict Resolution

Concerns should be addressed respectfully and in writing.

The Club may require meetings to be scheduled in advance and may require that concerns be submitted by email before any meeting takes place.

The Club will not discuss playing time, lineup decisions, rotations, substitutions, or coaching decisions during or immediately after practices, matches, or tournaments.

Final Authority

The Club Director and Club administrators retain final authority over Club operations, discipline, team placement, rosters, communications, tournament participation, and enforcement of Club rules.

All Club Rules must be followed. If a situation arises that is not specifically listed, the Club may make a decision based on safety, fairness, team needs, operational needs, and the best interest of the Club.

PLEASE NOTE THAT YOUR SIGNED CONTRACT/AGREEMENT SUPERSEDE ALL THE RULES LISTED HERE