KCGSA Coach’s Handbook

Introduction

Welcome to Kearney Competitive Girls’ Softball Association (KCGSA). The KCGSA strives to provide positive competitive softball to meet the needs of girls within the Kearney and surrounding communities, regardless of high school boundary.

Mission

The mission of the Kearney Competitive Girls Softball Association is to provide opportunities for young athletes of all backgrounds to develop their skills and passion for the game. We are dedicated to fostering a strong spirit of sportsmanship, promoting healthy competition, and inspiring the next generation of softball players. Our goal is to help athletes grow both on and off the field, building confidence, teamwork, and a love for the sport.

Competitive Program

While more emphasis is placed on competing and striving to win, winning is not the only focus of competitive softball. Winning at the constant expense of specific individuals will not be allowed. The primary emphasis of competitive softball is skill development, teamwork, cooperation, sportsmanship and respect for others. Recognizing that individuals will have different skill levels and needs, the program will seek to maximize the potential of every player. Each participant will be treated fairly and know that they are an important part of the team and that their contribution is valued.

Age Groups

Competitive softball is broken down into six primary age groups (8U, 10U, 12U, 14U, 16U and 18U), based upon the player’s age as of September 1. KCGSA and USA Softball of Nebraska rules do not allow a player to “play down” to a younger age group for any reason.

Playing Time

Coaches have the authority to limit playing time due to any or all of the following:

  • Disciplinary action.
  • The player is sick or injured.
  • Players have absences from games and/or practices.
  • Games are shortened due to inclement weather, darkness or time limit.

Teams

Forming a New Team

  1. Determine Age Division (8U, 10U, 12U, etc.)
  2. Fill out the New Coach/Team Application Form on the association website or print and send it to the KCGSA President.
  3. Hold Tryouts.
    1. Contact the Association Scheduler and have him/her reserve the respective field for the appropriate date and time.
    2. Decide on players and contact them in an appropriate time frame.
  4. Attend KCGSA bi-monthly meeting and pledge your team to be a member of KCGSA
    1. If approved by the Board Members, your team has sixty (60) days OR prior to the first sanctioned event or practice to present an acceptable roster of at least nine (9) players, whichever is earlier, to the Corporation’s Executive Board
  5. Register your team, players, and coaches with USA Softball
    1. Complete Background Check on USA Softball website
      1. This is required for all adults in the dugout.
      2. After background check approval, complete Safe Sport (all adults in the dugout) and Ace Certifications (Minimum of 1 coach per team)
    2. Obtain/submit Birth Certificates and Photos for each player.
      1. Parents may help facilitate this step through the Nebraska USA Softball website
    3. Obtain USA Softball team insurance
      1. USA Softball team insurance MUST BE SUBMITTED to the Treasurer and approved by KPR before your team is approved for field/practice time.
  6. Miscellaneous
    1. It is suggested that you obtain a $50 non-refundable deposit from each player, when they commit to your team, payable to KCGSA, and present to the Treasurer.  This will cover the cost of insurance and association fees in the event they change their mind down the road. 

New Coaches (Existing Teams)

  1. Fill out the New Coach/Team Application Form on the association website or print and send it to the KCGSA President.
  2. Attend KCGSA bi-monthly meeting and pledge your team to be a member of KCGSA

Team Resources

TeamSnap (Team Scheduling and Communication)

Each team will be provided a team account with TeamSnap under the umbrella of the KCGSA. The head coach will be set up as the primary Team Owner with full administrative privileges to manage their respective team. 

All team events related to KCGSA shared facilities (i.e., practices or games that utilize city provided facilities) MUST be entered into TeamSnap.*

*The KCGSA utilizes a shared Google Calendar that pulls events/games from each team’s schedule in order to show overall facility usage and provide opportunities for teams to utilize facilities outside of their assigned practice/game times.

Facility Keys/Fob

Each team will be provided 1 key (head coach) and 2 Fobs (head coach and 1 other team rep) to utilize for accessing equipment boxes at Patriot Park, Centennial Park, and Dryden Park, as well as for accessing the outside door at the Patriot Park Indoor facility. The head coach key will also provide access to the batting cage shed at Centennial and equipment closet at Patriot Park indoor. 

Team Eligibility

Roster

KCGSA requires that 80% of each team roster must be made up of girls that do not live in a town that has its own competitive softball association and that live within a 40-mile radius of Kearney.

USA Insurance

Each team is required to carry USA Insurance on all players and coaches. USA Insurance covers the players from September 1 through August 31 of the following year.

Insurance must be purchased and submitted to the City of Kearney before a team is able to practice. You will need to pay this with your own funds, but can submit a receipt to the Treasurer for reimbursement.

Fees

Player Fees (KCGSA)

Association fees per player is determined each year at the annual meeting in October. This fee is to help the Association fund improvements to the batting cages and equipment, as needed, support a scholarship awarded to graduating seniors and any other expense deemed necessary by the KCGSA Board.

50% of the players’ association fee will be withdrawn out of your team account and deposited into the General Fund on February 1st. The remaining 50% taken out April 1st.  

Additional Fees (Team)

Individual teams may decide to require an additional player fee to cover the costs of uniforms, equipment, tournament fees, etc. These additional fees may be required as determined by the coaches. 

Practices/Games 

Practice Schedule 

It is up to the head coach, along with the availability of practice facilities, to determine the number of practices needed for a team. 

Team practice times and assigned locations are determined at specific dates during the calendar year:

  • March will determine summer field usage. 
  • August will determine fall field usage.
  • October teams will draw for indoor facility usage through the winter.

Additional or alternative practice times should be coordinated with the head coach of the team currently assigned to the field/time desired and the Association Scheduler.

Games

Games may be scheduled by coordinating with the Association Scheduler on the date, time, and field desired and completing a Field Request Form. Field requests must be approved by the City of Kearney via the Association Scheduler.

Team Funds

Team funds consist of all players’ registration fees, sponsorship money and any fundraising events held by the team. Each team has their own account within the KCGSA account. 

The coach and/or team representative of each team is responsible for assuring members have paid their fees. KCGSA Treasurer will be responsible for depositing funds and paying all expenses out of the team’s account and will send monthly updates of your funds. Team funds will be used to pay association players fees, tournament fees, umpire fees, USA Insurance, purchase team equipment and any other miscellaneous items determined necessary by the Board.

KCGSA Treasurer will be monitoring the team account and has the right to question expenses. By October 1st of each year, team balances need to be $0.00 or greater.

Payments

All payments must be made directly to KCGSA. No funds shall be received via personal Venmo. If funds are received via personal Venmo, the said team shall pay a KCGSA General Fund $50.00 fee.

Any and all receipts for reimbursement must be turned in within 60 days of the date on the receipt. Failure to turn in receipts within 60 days shall forfeit reimbursement of said receipt amount.

Failure to Pay Obligation

Failure to fulfill all obligations shall result in the suspension from the association, including but not limited to, losing field time for practices and/or games and losing team funds.

Discipline

Suspensions 

The KCGSA Board reserves the right to suspend any coach, parent or player who violated the KCGSA Code of Conduct. Suspensions will be documented and communicated to the KCGSA Board. Suspension of a coach may lead to progressive discipline.

An umpire may suspend any player, parent or coach who acts in an unsportsmanlike manner. Subsequent violations may result in the player, parent or coach being removed from the Association. All violations must be reported to the KCGSA Board.

If a coach and/or board member is arrested during the active season, he or she shall be suspended from the team and board for a minimum of one (1) year. After said year has expired, the coach and/or board member shall submit to the Executive Board their charges, their sentencing, and why they should be allowed to be reinstated within the Association. 

KCGSA Board Expectations

Board Representation

Coaches are expected to serve as their team’s primary voting board member at all KCGSA meetings and/or events. Alternatively, teams may designate a parent representative that will serve as a General Proxy for your team. The General Proxy Form must be completed annually. Proxies may serve as a team’s voting representative if the Head Coach is unable to attend the board meetings.

Required Forms

  1. Due to the Executive Board prior to a team’s first practice for that upcoming season (Fall: after Sept 1-prior to 1st scheduled practice; Winter: October board meeting; Spring: February board meeting).
    1. Player/Parent Consent Form and Concussion Rules
    2. USA Softball Registration of Team (Roster with player home town listed)
    3. USA Insurance form (For City of Kearney Park and Rec.)
  2. Due to the Executive Board by the annual October meeting
    1. By-Law Acknowledgement
    2. Coach’s Handbook Acknowledgement
    3. General Proxy (Parent) Form (in the event coaches cannot attend meetings).

Important Dates to Remember

  • Attend bi-monthly Association Board meetings
    • Held at the Harmon Activity Center
    • Must have 1 team representative present (Designated coach [preferred] or General Proxy)
  • Before 1st team practice:
    • Team Insurance is to be purchased through USA Softball
    • Submit a roster of at least 9 players
    • Mandatory forms submitted
  • Player fees:
    • February 1st: First half of player fee is transferred into the General Fund.  
    • April 1st second half of player fee is transferred.
  • October 1st: team balance needs to be $0.00 or greater.