Volunteering (formerly DIBs)
OVERVIEW OF VOLUNTEER EXPECTATIONS
WYHA depends on its volunteers to support a quality hockey program for all our youth athletes. The time, talent and energy that each family contributes helps offset the cost of playing hockey. In addition, roles related to supporting a home-sponsored tournament help generate revenue to provide various capital improvement projects at our ice arena facilities. Revenue from successful tournaments helps fund updating time clocks, rink dividers to create small ice games for mite development, water bottle refill stations, sound system upgrade, and so on. As a major user of the ice arena facilities, WYHA does its part to ensure that our hockey players have a quality place to play. WYHA families are expected to complete Association Volunteer Hours and Team-Level Volunteer Hours. See below for information on each of these.
NEW PLATFORM FOR ASSOCIATION VOLUNTEER HOURS MANAGEMENT - CHANGES EFFECTIVE WITH CROSSBAR
In order to provide a smoother and more efficient experience for our members, effective for the 2024-2025 season, WYHA moved from Sports Engine to Crossbar for website and registration management. This will mean there is a new process for signing up for Association Level volunteer hours (formerly called DIBS). While the platform is new for all, the overall approach to volunteer hours is not changing. See below for information on the Volunteer Hours Requirement.
Viewing and Signing up for Volunteer Shifts
To view and sign-up for volunteer shifts, view this step-by-step guide from crossbar: https://help.crossbar.org/en/articles/8653147-signing-up-members-for-shifts
Log into your Wayzata Hockey Crossbar account, click Account, then Volunteer to see Shifts.
A common mistake is logging into the Crossbar logo instead of the Wayzata Hockey Crossbar account. Ensure you log into the Wayzata Hockey Crossbar account.
ASSOCIATION VOLUNTEERING
All families (single-player and multi-player) are required to complete 8 hours of Association Volunteering per family.
- On average, approximately 4,200 hours of volunteer time will be posted
- These hours support WYHA by benefiting all players throughout our program and are part of your commitment when registering
- The season runs May 1 through April 30
- Mini-Mite families are not required to complete hours if they only have Mini-Mite players
- It is each family's responsibility to seek out opportunities to fulfill their hours
- A family may fulfill the Association Volunteer requirement by one of the following three ways described below
- The number of Association Volunteer hours are reassessed and determined annually
There are three ways to fulfill the Association Volunteer hours requirement:
- Exempt Roles: Fulfilling a season-long, exempt-from-volunteering position called an "Exempt Role" (ex. Coach, Team Manager, Treasurer, WYHA Board position, Volunteer Coordinator, Webmaster etc.).
- Claiming Volunteer Hours: Claiming volunteer opportunities that will be posted throughout the season (ex. tryout support, timekeeper, scorekeeper, tournament support, team picture support, Mite Madness support etc.). Numerous opportunities will be posted throughout the season on the Volunteer page of the website. It is your responsibility to seek out and plan for volunteer opportunities.
- Buyout during Registration: Selecting the buyout option which is only available at the time of registration.
Failure to complete the Association Volunteer hours requirement will result in a fee and inability to play the following year till the outstanding invoice is paid.
Team-Level Volunteering
In addition to Association Volunteering, there is also Team-Level Volunteering.
- Every family is expected to participate in team-specific volunteering that supports their players' team, as an active, supportive part of the team community – therefore, these do not apply to your family volunteer requirement of hours.
- Examples of supporting the team are during your child's game: running the clock, scorekeeping or working the penalty box, locker room monitor duties etc.
- The association does not monitor or manager these, your Team Manager will oversee these
ASSOCIATION VOLUNTEERING Role Descriptions
It is critical that ALL roles are at the rink, in their position and ready to do the task at the start time. Please account for arrival, parking and being fully ready to do the task at the designated start time!
Game Related Roles
Typically available during hosted-tournaments or related times
- Time Clock/Scoreboard - runs the rink time clock and scoreboard. It is important that if you sign-up for this position that you feel very comfortable knowing that you will be able to do this accurately. There are training guides on this page and training sessions offered early each season.
- Penalty Box - responsible for letting players in and out of the penalty box. You will need to be aware of penalties being called to let players in the penalty box. You will also need to be watching the end of the penalty so the player can get back on the ice as soon as his/her penalty is complete.
- Assistant Tournament Director - responsible for staffing the tournament office and assisting with the running of the tournament at the discretion of the Tournament Director. Tasks could include a variety of things such as checking in volunteers, charging walkie-talkies, charging iPads etc. You may fill in with game jobs (ex. Time Clock/Scoreboard) on occasion in the event of volunteer no-shows. Organization and communication/hospitality skills are a plus.
- Runner - responsible for a variety of items that will include, but not limited to, preparing score sheets, distributing locker-room keys, answering questions from managers and assisting the Tournament Director. The runner may be asked to fill in for a volunteer item when there is no show. This item may potentially be running the Penalty Box, announcing or keeping score.
Tryout Support Roles
Typically available in September/October during tryouts
- Check-In - be at the rink prior to scheduled tryouts and/or games to check-in players and give them jerseys (for tryouts). A Director will usually be at the rink to set up the table and give you the rosters.
- Bench - will open and close the doors for players to get on or off the ice. This person needs to be ready and watching the game and players to keep this transition quick and moving.
- Pinnie Collection - responsible for collecting tryout pinnies from every athlete at the conclusion of tryouts. A representative will provide collection bins and instructions on when and where to gather the pinnies. You may help move the bins to/from the storage room.
- Player Chaperone/Locker Room Monitor (LRM) - responsible for Locker Room Monitoring (LRM) duties intended to ensure the safety and well-being of athletes in locker room settings. LRM under USA Hockey policies require that whenever there are players present in the locker room, there must be at least one screened and SafeSport-trained adult present to monitor the locker room. The LRM must be inside the locker room. The LRM must be male for Boys teams and female for Girls teams. ONLY sign up for this role if you are LRM certified!
Administrative Roles
These roles support administrative needs
- Mite Madness - Coordinate various support roles necessary to create a great end of season experience for Mite players (typically available early to mid-March)
- Team Photo Day Support - assist with organizing and and lining up teams to stay on schedule for team photos
Time Clock/Scoreboard Guides
Time Clock/Scoreboard training document:
HELPFUL VIDEOS AND VISUALS
- Online example of time clock/scoreboard: https://scoreboardsimulator.com/
- Simulator Example - use this to try it out online: https://scoreboardsimulator.com/scoreboard_ep.html
- Manufacturer's site for the WYHA controller. Manuals and videos shown: https://www.daktronics.com/en-us/support/controllers/all-sport-5000
Association-level VOLUNTEER HOURS CANCELLATION POLICY & NO SHOW POLICY
- WYHA requires any family to cancel a volunteer shift that they cannot work at least 48 hours prior to the start of the shift
- If a family cannot complete a volunteer shift and it is less than 48 hours prior to the event, the family must find a replacement and notify the volunteer coordinator (contact information at bottom of page)
- If a family does not cancel their shift OR find a replacement and that results in an unclaimed shift, the family will be given a "No Show". The "No Show" policy is: if you do not show up then you will either need to make up double the time or be charged $100.00 an hour for each hour that was missed.
- If WYHA cancels your shift at least 48 hours prior to the start of the shift the family will need to find additional opportunities to complete their requirement
- If WYHA cancels your shift after the 48 hour requirement, the family will be credited with 1 volunteer hour.
ASSOCIATION VOLUNTEER HOURS FAQs
Q: I completed my volunteer assignment and have not received credit yet. What do I do?
A: This could be for a couple of reasons. 1.) You did not sign your name next to the item on the volunteer sheet. 2.) The Volunteer coordinator has not yet marked the items completed – please be patient as this could take up to approximately two weeks to complete.
Q: When I went to sign my name next to the item I claimed there was someone else’s name listed.
A: What you need to do, after ensuring that you have the correct position, is cross out that person’s name and write your name and phone number in its place. This does happen when the sheets are printed out and then someone cancels (up to 2 days notice) and then you claim the item. It is helpful if you send communication to the Volunteer Coordinator with details as to what day and time you fulfilled the position.
Q: I ended up working longer than scheduled because the game ran into overtime.
A: Note this clearly next to your time on the volunteer sign-in sheet AND send an email to the contact noted below. We will manually add credit for anything over 15 minutes.
Q: I signed up for a shift for tomorrow and I cannot work it. Should I just not show up?
A: You will need to find a replacement for the position you claimed. Once you find someone then have your replacement cross out your name on the sign-in sheet and write their name and phone number next to it. If you do not show up then you will either need to make up double the time or be charged $100.00 an hour for each hour that was missed. It is suggested to work with your team manager and/or team families to find a replacement.
Q: I know that volunteer hours can sometimes go fast so I claimed a bunch of hours under my name and would now like to give them to my friends. Is this ok?
A: We do not allow families to claim multiple items and then give them to other families. We ask that you please only claim items that you will be fulfilling.
Q: I signed up to help out during tryouts and then I got a call that the tryout was cancelled. Do I still get credit?
A: We give families time to cancel items they have claimed, with no penalty, if there is over 48 hours notice. We also give WYHA 48 hours to cancel. If you cancel with 48 hour notice then we do not charge that family. If we cancel with 48 hour notice then you do not get credit. We try to be fair both ways! If we cancel with less than the 48 hour time frame then you will get credit for that item.
Q: I ended up helping out at the end of the season and had a total of 6 extra hours over my required amount. Can I use these hours for next year?
A: We do not carry hours over from season to season. We do however appreciate all the extra hours that many individuals do end up going over and beyond each year to make our volunteer run association run successfully.