Administrators

responsibilities

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As part of its mission, FIYA is committed to assisting Schools with the formation and development of a strong athletic program.  FIYA strongly recommends that each School maintain an athletic director or coordinator (“AD”) to handle the administrative aspect involved with afterschool interscholastic youth sports.  While each school should dictate the role and responsibilities of its athletic director, we offer the following main suggestions:

  •   The AD should be familiar with the contents of this Regulations Manual, understand FIYA’s policies, procedures and calendar of athletic events, and maintain regular communication with FIYA including attending all mandatory meetings;

 

  •   The AD should (i) share important information with its school’s coaches, players and parents, (ii) ensure that its coaches are properly trained and certified, (iii) create a sports environment where fun, sportsmanship and good character are emphasized more than winning and losing and (iv) ensure that its players, coaches and parents maintain proper perspective about the role of the sports program at the school at all times;

 

  •   The AD should be responsible for finding knowledgeable coaches for its various teams and assisting its coaches with developing a practice schedule that commences AT LEAST TWO WEEKS PRIOR to the team’s first game. FIYA recommends that teams should practice at least twice a week throughout the season.  The AD should supervise as many practices and games as possible.  The AD should ensure that all of its school teams adhere to game schedules, including any modifications;

 

  •   The AD should assist the coach with having tryouts several weeks prior to the start of the season. While there is no mandatory roster number, we recommend carrying a minimum roster of two times the number of players required.  For example, the ideal minimum number for basketball is 10, for volleyball is 12, for football is 14 etc.  The AD should also know that a school may register multiple teams in a League Event.  However, the rosters for each team must be kept separate and distinct; in other words, you cannot interchange players from the multiple teams;

 

  •   The AD should ensure that its teams have (i) the appropriate sports equipment along with first aid kits and (ii) school sports uniforms with a set of pennies of a different color as a backup; and

 

  •   To the extent that the school hosts FIYA athletic events, the AD should work with FIYA to ensure the playing facility is set up appropriately in accordance with FIYA guidelines.

Communication

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FIYA primarily communicates with school administrators via email. Therefore, it is vitally important that the AD checks their email on a daily basis to make sure no important information such as schedule changes are missed. 

We also heavily utilize this website and our registration platforms to disseminate information. The AD should be familiar with the website and check it regularly for any updates or changes.

FIYA will generally recognize and respond only to communications from authorized School representatives regarding Athletic Event administration, scheduling, eligibility, protests, and related matters.

Student-athletes, parents, family members, and spectators should direct questions, concerns, and requests through the School's administration or coaching staff rather than directly to FIYA.

Registration & payment

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As registering teams is often the responsibility of the AD, the AD should familiarize themselves with our registration process. Details on how to register can be found on the Registration page of this website. The registration fee for a League Event is $795 per team for all divisions.  The registration fee for a Tournament Event is $20 per athlete for all divisions. Payment can be made by credit card on the registration platform, or by check mailed to our PO Box.

For first time participating schools, payment for League Events is due at the time of registration.  For returning schools, payment for League Events is due by the start of the season.  For Tournament Events, payment is due upon the school's receipt of an invoice from FIYA which is generally sent upon the conclusion of the final Tournament Event for that particular sport.

Generally, there are no refunds given.  However, for League Events, if a school notifies FIYA in writing on or before the Drop Date for that League Event, then a full refund shall be provided.

For Tournament Events, a school will be billed for all the athletes that a school registers at the registration deadline regardless if the school and/or athlete subsequently are unable to compete. 

general season outline

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To help with planning, below is a general outline of when certain tasks should be completed by an Athletic Director in order to have successful season.

 

  • One month prior to registration deadline:
    • Secure coach
    • Order uniforms

 

  • Two weeks prior to registration deadline:
    • Hold tryouts
    • Set practice schedule

 

  • One week prior to registration deadline: Confer with school admin and coach about any special schedule requests

 

  • Registration deadline: Register team(s) online. Make sure to include schedule requests.

 

  • Week following registration deadline:
    • Attend online coaches meeting
    • Review draft schedules when sent by FIYA

 

  • After final schedules are posted to FIYA website:
    • Distribute schedules to players/families
    • Secure transportation as needed
    • Make sure registration fee is paid

 

  • During season:
    • Check email daily for any important updates from FIYA
    • Make sure all game results are reported to FIYA
    • Check standings to make sure they are correct and up to date
    • Notify FIYA immediately of any schedule issues

 

  • One week prior to end of season if qualify for playoffs:
    • Provide feedback to FIYA on strength of team and any other teams you have seen
    • Notify FIYA of any playoff schedule issues

statistics & marketing

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As a nonprofit entity, FIYA’s sustainability is aided by collecting data from participating schools.  In light of this objective, schools agree to submit to FIYA prior to the completion of the regular season, certain data about its participating team's roster as it relates to age, ethnicity and such other pertinent information which may be useful to assist FIYA with its sustainability.  This information will be collected via survey emailed to coaches and AD; the AD should make sure the surveys are completed for all of the school’s teams.

 

In addition, FIYA’s sustainability is aided by its marketing.  Schools therefore that participate in FIYA agree to assist in this marketing to the extent practicable such as helping promote FIYA events and marketing FIYA signage on its campus.