This policy and its guidelines are to be used by QAS Activities Association in the formation of all its teams. This policy will be interpreted and enforced by the Executive Board alongside the Lay Directors of said sport and the Pastor of Queen of All Saints.
CYC Team = a CYC Team is defined as a team that’s schedule is produced by the Central Office of CYC. This varies by sport. I.e. Soccer is a CYC sport in 1st Grade; Basketball is a CYC sport in 3rd Grade.
Intramural Team = an Intramural Team is defined as a team that’s schedule is produced by the Lay Director of that sport from QAS or another Parish. I.e. Intramural soccer or t-ball.
Folding = is the action taken after registration is complete and a team or teams in that grade do not have enough players required to field a team based on the minimum.
Pool Player = a player that has never played in the QASAA program for said sport. All players start out as pool players and return to pool player status at the end of the sports’ intramural program.
Skills Assessments = a format in which players’ skills are judged, and players of similar skill levels are assigned to a team.
Opt-In = wanting to have a players skills assessed for the opportunity to play on a competitive team.
Number of Teams: Once registration has closed the Lay Director and Athletic Director of that sport will determine the number of teams in each age group based on the registration numbers and available coaches.
The numbers of teams should be determined based on the Minimum and Maximum number of players allowed. This is to ensure that the players get a reasonable amount of playing time and that the manager/coaches have a manageable number of players.
If there are not enough players for a team to reach the minimum number of players both the Lay Director and Athletic Director will attempt to find additional players.
The minimum and recommended maximum number of players will vary by sport:
Sport Minimum Maximum
(recommended)
Soccer 7v7 9 12
Soccer 9v9 11 14
Soccer 11v11 13 18
Volleyball 8 10
Basketball 7 10
Baseball 11 17
Softball 12 18
All rostered coaches must be in good standing with all the classes and programs set forth by the Central Office of CYC before the start of their sport. Failure to do so will result in removal from the team until classes and programs are obtained. The Lay Director of each sport is responsible for submitting all names of the coaching staff to the Religious Coordinator for QAS for verification.
Playing Up: No player will be allowed to play up based on talent. Players will be allowed to play up based on the above minimum/maximum requirements. For instance, combining two grade levels to create a team due to minimum participation numbers.
Re-entering the QASAA Program: If a player leaves the QASAA program in a particular sport for any reason and then registers again in subsequent years, he/she will be assigned to the original team. If the original team is at their Maximum number of players and/or the team no longer exists the player would then go in the pool to be added to another team.
Formation of Teams: The construction of individual teams shall be done in a manner which maximizes participant interaction and playing time. In meeting these purposes, a Lay Director (with guidance from the Executive Board) shall consider:
Mixing players who attend QAS day school and other schools.
Mixing players in a manner that ensures that the makeup of teams varies from sport to sport. For example, the roster of players on a soccer team at a grade level is different than the mix on a basketball team.
Requests by individuals to coach together limited to one manager and two assisted coaches per team.
For teams grade 5 and above, during a skills assessment year the skill level of players where there is more than one team will be considered.
Initial Formation of Intramural Teams: For soccer, basketball, and baseball/softball that offer intramural level sports. Teams will be created by assignment of each player by the Intramural Lay Director for that sport. The initial roster will be determined by random selection where all children in the pool have the same chance of being selected. This will be accomplished by randomly picking names out of a container. Once the roster has been determined, all changes must be approved by the Lay Director of that sport and the Athletic Director. If the Athletic Director is unavailable then the President or Vice-President may stand-in.
Managers will have the opportunity to select up to two assistant coaches prior to the formation of their team. The manager and assistant coach’s children will make up the core of the initial team and will not be part of the pool random selection.
Initial Formation of CYC Teams: If a sport has an intramural program, at the conclusion of that program, all players excluding the manager and the two assistant coach’s children from the last intramural roster, will be placed in a pool and picked at random to fill the remaining spots on the roster to create a new roster under a CYC team.
If a sport does not have an intramural program, all players excluding the children of the coaching staff will be drawn from a pool at random to form their team.
Team Rosters: Once a team is formed as a CYC team, the goal will be to keep the same rosters year over year, except when there are new players in the sport. All new players will be drawn at random to the existing rosters, starting with the roster with fewest players.
If a head coach of an existing CYC team steps down and neither the assistant (s) nor a parent of the child on that roster is willing to step up and take the team over, all players will return to the pool to be drawn at random by the remaining coaches. The head coach and assistant coaches will not have a choice of what team their child moves to, as this is not a team folding.
In the event there are not enough players for a team and no other teams are available, the player can either move up to 1 grade level or the Lay Director may reach out to neighboring parishes to see if any players currently enrolled in that grade are needed.
Team rosters will stay the same if the head coach steps down, and a new head coach emerges either from the rostered assistant coaches or another parent of a child on the roster.
Players who choose to have their skills assessed and are not assigned to A team as described in Article V of the QASAA Skills Assessment Process will return to their previous roster
Team Consolidation: If a team does not meet the minimum requirements to field a team in their respective sport, the team will fold and all players will return to the pool to be drawn by the remaining coaches, except for the children of the manager and two assistant coaches, those players may choose what team they would like to join. After the head coaches and assistant coach’s children are reassigned, the remaining players from the folded team will be drawn by the coach with the lowest number of returning players.
In the event of a tie of numbers of returning players and neither manager is willing to fold, the coaches names will be drawn at random, with the selected head coach keeping their original roster; the head coach not drawn, along with their assistant coaches, can choose what team their child will join, and the remaining players will be drawn at random, starting with the coach with the fewest number of players.
Changing Teams: Once a CYC team is formed, that team will remain the same year over year; until graduation, the team folds, or a new pool player has been added. Players may not switch teams after the team has entered CYC play, unless a player has opted-in to the skills assessment process and deemed suitable to play on an A level team as set forth in Article III of the QASAA Skills Assessment Process.
Extreme and extenuating circumstances may be submitted in writing to the Executive Board of QASAA for review and approval/denial.
Team Formation after Skills Assessment: If a team has folded due to the Skills Assessment Process as laid out in Article IV of the QASAA Skills Assessment Process, all players will return to the pool and be chosen at random by the remaining coaches.
League Designation: Head Coach and Lay Director shall have the responsibility for choosing the league designation best suited for their team. League designation is defined as A, B, C, D by the Central Office of CYC. Only A teams are permitted to compete for the Archdiocesan Playoffs. Coaches are responsible for communicating their desired league designation to the Lay Director for submission to the Central Office of CYC for proper scheduling. The Lay Director and Athletic Director can change a coach’s decision of league designation based on the best interest of the players.
Opt-In Process: Each family of incoming 5th and 7th graders will receive a sign up for the skills assessment. All families must complete the sign up whether they are choosing to or not to participate in the skills assessment. The sign-up will cover date/time/location and criteria for which each player will be assessed on.
Failing to complete the skills assessment sign-up will be considered opting out of the skills assessment process.
Assessors: The assessors shall not be the Sports Lay Director, Executive board member or a coach in the grade being assessed. When possible the assessor shall be a member of the parish. At no time shall an outside organization be allowed to participate in being an assessor.
All assessors must be up to date and current with all mandatory classes and programs set forth by the Central Office of CYC. No Exceptions. The Lay Director of each sport is responsible for submitting all names of the coaching staff to the Religious Coordinator for QAS for verification.
Skills Assessment Process: The skills assessment process will be conducted before the upcoming season, skills assessments are optional if a player chooses to not be assessed, they will return to their previous roster set forth in Article V of the Team Formation Policy when possible.
The time/date/length of the skills assessment will be set by the Lay Director and Athletic Director.
The Lay Director will communicate the criteria for the skills assessment and will share the criteria during the sign-up process.
A primary date and one alternative date for the skills assessment process will be set by the Lay Director prior to the announcement of skills assessments.
Forming of Team(s): At the conclusion of the skills assessment, the team or team (s) will be formed in accordance with the criteria set forth by the Lay Director and the recommendation of the assessors. If multiple teams are an option, the Lay Director will instruct the assessors accordingly for team designation.
After the skills assessment a player is not chosen, the player will return to their previous roster set forth in Article IV of the Team Formation policy. If and only if the original team has folded due the skills assessments the player will enter the pool and be drawn at random by the remaining coaches.
Coaches Assigned to an Assessed Team: The Lay Director will work with the volunteers willing to coach the newly assigned assessed team to determine the best option for the head coach of the team. In the event the coaches are unable to determine who will take the role of Manager the Lay Director and Executive board will make the decision.
The head coach is responsible for filling the required number of assistant coaches on his/her roster.
Notification Process: Parents of assessed players will be notified via email by the Lay Director of the sport of the decision within 1 week of the skills assessment.