THOMAS JEFFERSON YOUTH CHEER ASSOCIATION (TJYCA)

Policies and Procedures Manual

  1. PURPOSE & AUTHORITY

 The Policies & Procedures of the Thomas Jefferson Youth Cheer Association (TJYCA) are intended to support and clarify the TJYCA Bylaws by outlining the day-to-day operational expectations of the organization.

 These Policies & Procedures:

• Provide guidance to Board Members, coaches, volunteers, parents, and participants
• Promote consistency, transparency, and accountability
• May be amended by a majority vote of the Board of Directors and recorded in meeting minutes

 In the event of a conflict, the TJYCA Bylaws shall take precedence.

 2. BOARD MEMBER EXPECTATIONS & CONDUCT

 Board Members are expected to:

• Act in the best interest of TJYCA at all times
• Conduct themselves professionally, respectfully, and ethically
• Support Board decisions once finalized
• Maintain confidentiality regarding sensitive matters
• Attend meetings regularly and participate actively

 Board Members shall avoid conflicts of interest. Any potential conflict must be disclosed to the Board as soon as it arises.

 Failure to meet expectations may result in reassignment of duties or removal from the Board, as permitted by the Bylaws.

 3. DECISION-MAKING & VOTING PROCEDURES

 Board decisions may be made:

• During scheduled Board meetings
• Via electronic communication when time-sensitive, provided decisions are documented

 Unless otherwise stated in the Bylaws:

• A simple majority vote constitutes approval
• Quorum requirements must be met

 All decisions shall be recorded in official meeting minutes by the Secretary.

 4. COMMUNICATION POLICY

 4.1 Parent Communication

• All parent communication shall be conducted through SportsConnect, the official communication platform.
• The Vice President shall receive all parent concerns, including anonymous concerns, and relay them to the Board as appropriate.
• The Secretary shall distribute all official notices, announcements, and updates through SportsConnect.

 4.2 Official Board Communications

• The Secretary shall distribute internal Board communications at the direction of the President or with Board approval.
• Sensitive matters shall only be shared with Board members and documented appropriately.

 4.3 Communications Requiring Board Approval

 A Board majority vote is required before issuing communications involving:

 Policy or program changes

• Financial matters affecting fees, refunds, or fundraising
• Disciplinary actions
• Safety or conduct announcements
• Public statements representing the Board position

 4.4 Routine Communications

 Routine updates—such as schedules, reminders, weather notices, and deadlines—may be issued by the Secretary or President without Board approval.

 4.5 Communication Boundaries

 Board members shall not use personal messaging, group chats, or social media for official communication unless specifically authorized by the Board.

• All official Association communication must be routed through SportsConnect or posted by the Technology Coordinator on official platforms.

 5. FINANCIAL PROCEDURES

 Financial operations shall follow the guidelines established in the Bylaws and include:

• Board approval for expenditures
• Submission of receipts for reimbursement
• Oversight by the Treasurer and designated signatories

 No individual may obligate TJYCA funds without appropriate approval.

 6. VOLUNTEERS & COMMITTEES

 TJYCA relies on volunteers to support its mission.

 Volunteers:

• Serve under the direction of the Board
• May be assigned to committees or coordinator roles
• May be removed at the discretion of the Board if expectations are not met

 Clearances may be required where applicable.

 7. COACHES & COORDINATOR OVERSIGHT

 Coaches and Coordinators:

• Are selected and approved by the Board
• Must adhere to TJYCA Bylaws, Policies, and Codes of Conduct
• Report concerns through the appropriate chain of communication

 The Board reserves the right to address performance or conduct issues as necessary.

 Coaches are not permitted to return an injured athlete to physical activity until the parent confirms medical clearance.

 Coach Injury Response Protocol

 If a cheerleader is injured during any TJYCA activity, coaches must:

·         Stop activity immediately if safety is in question

·         Assess the athlete and determine whether emergency services (911) should be contacted

·         Contact a parent or guardian as soon as possible

·         Notify the President of the Board

·         Document the incident and submit it to the Board

 8. COACH STANDARDS, CONDUCT & SOCIAL MEDIA

 8.1 Coach Standards & Professional Conduct

 Coaches are expected to maintain appropriate professional conduct and active supervision of athletes during all TJYCA practices, games, and events.

 Coaches are expected to:

• Treat each cheerleader fairly and without favoritism, including their own child
• Stress that cheerleading is a team effort and avoid “head cheerleader” treatment or leadership favoritism
• Teach skills and fundamentals consistent with safe cheerleading progression
• Lead by example in sportsmanship and respect
• Maintain a positive environment free of profanity, harassment, intimidation, or aggression
• Refrain from smoking, vaping, drugs, tobacco, and alcohol at all TJYCA practices, games, and events
• Never physically or verbally abuse, demean, or threaten any athlete
• Never voice complaints or concerns about parents, coaches, officials/referees, or Board members in front of athletes; concerns must be raised through the proper channel
• Make the Vice President aware of parent issues or concerns within 48 hours when possible, or sooner if safety-related
• Never collaborate with or accept assistance from any person officially suspended or banned from TJYCA activities
• Respect the authority of the Head Coach and work cooperatively within the coaching staff

 8.2 Coach Discipline Process (Due Process)

Coaches shall receive written notice of any alleged violation and an opportunity to respond before disciplinary action is taken, unless immediate action is required to protect athletes’ safety.

 Violations may result in disciplinary action up to and including suspension or removal from coaching duties, as determined by the Board of Directors.

 8.3 Social Media & Recording (Coaches)

 While serving in an official coaching capacity, coaches shall not engage in personal social media content creation or recording activities that:

• Distract from athlete supervision or coaching responsibilities
• Require the coach to leave the team, sideline, or field area for extended periods
• Capture athletes, families, or spectators in a manner that would reasonably be considered intrusive or without appropriate consent
• Create discomfort, disruption, or reputational risk for the Association

 Personal photos or brief videos taken during TJYCA activities are permitted provided they are incidental, minimal, and do not interfere with coaching duties or supervision.

 Coaches shall not use TJYCA athletes, uniforms, routines, or events as primary content for personal social media accounts, promotional activity, or monetized platforms without prior written approval from the Board of Directors.

 TJYCA reserves the right to restrict or prohibit personal recording or social media activity by coaches during Association activities if deemed inconsistent with TJYCA mission, values, or supervision standards.

 9. PARENT & PARTICIPANT CONDUCT

 Parents and participants are expected to:

• Demonstrate respect toward coaches, Board members, officials, and other families
• Follow established standards of behavior
• Communicate concerns respectfully and through proper channels

 Disruptive or unsportsmanlike behavior may result in disciplinary action as outlined in TJYCA governing documents.

 10. DISCIPLINE & CONFLICT RESOLUTION

 Concerns should be addressed in the following order:

1. Coach or Coordinator
2. Vice President
3. Board

 The Board will review matters objectively and may take action deemed appropriate, including mediation or disciplinary measures.

 11. RECORDS & DOCUMENTATION

 TJYCA shall maintain:

 Meeting minutes

• Financial records
• Policies, procedures, and governing documents

 Records shall be stored securely and made available to Board Members upon request.

 12. AMENDMENTS

 These Policies & Procedures may be amended by a majority vote of the Board of Directors. Amendments shall be documented in meeting minutes and communicated as appropriate.

 APPENDIX A

 TJYCA ATHLETE ATTENDANCE & HALFTIME PARTICIPATION POLICY

 1. Purpose

 Regular attendance at practices is essential to ensure athlete safety, proper skill development, and consistency in group routines, particularly when stunting is involved. This policy establishes uniform attendance expectations across all squads.

 2. Cheer Camp Requirement

 Attendance at TJYCA Cheer Camp is mandatory for all registered cheerleaders.

 Cheer camp provides foundational instruction necessary for:

• Safe stunting
• Group timing and spacing
• Skill progression
• Halftime routine preparation

 Approved Absences from Cheer Camp
·      Religious Events
 ·         Illness or injury
·         Funeral or viewing
·         Board-approved exceptions submitted in advance

 Coaches may not grant camp exceptions.  Only the Board of Directors may review and approve requests.

 Cheerleaders who do not attend cheer camp may be restricted from participating in stunts or halftime routines. Sideline participation remains permitted.

 3. Regular Season Practices

 Regular season practices typically begin in late July and continue through the end of the cheer season.

 Practice schedules may vary seasonally and generally include:

• Two practices per week during summer months
• One practice per week during the school year, in addition to games

 TJYCA recognizes that summer months may include family vacations and other commitments; however, excessive absences that impact safety, preparedness, or group routines are not acceptable.

 Head Coach Authority (Safety Based Only)

Head Coaches reserve the right to cancel practice due to weather or unsafe conditions. Add practices for safety or preparedness. Remove a cheerleader from a stunt or routine at anytime due to lack of knowledge, preparedness, or safety concerns.

 4. Halftime Routine Structure

 Halftime routines are designed as fixed group performances that rely on consistent attendance and established stunt group assignments.

 Due to safety and logistical constraints:

• Halftime routines cannot be modified on a week-to-week basis
• Stunt groups cannot be reconfigured on game day
• There are no alternate, placeholder, or partial positions within the halftime routine

 Halftime participation eligibility is governed by the TJYCA Athlete Attendance & Halftime Participation Policy and must be applied consistently across all squads.

 5. Halftime Participation & Attendance Enforcement

 Halftime participation is directly connected to attendance, safety, and preparedness.

 Because routines and stunt groups rely on consistent group participation:

·         Cheerleaders must meet the attendance expectations outlined in this policy.

·         Removal from a stunt group of halftime routine may occur due to unexcused absences or at any time if a coach determines a cheerleader is not adequately prepared or if safety may be compromised.

 Summer Practices

After two (2) unexcused absences during summer practices:
·         The cheerleader will sit one (1) halftime routine
·         The Board will be notified by the Head Coach

·         Any additional half-time participation decisions will be at the discretion of the Head Coach, based on safety and preparedness.

 School Year Practices

After one (1) unexcused absence once school begins:
·         The cheerleader will sit one (1) halftime routine
·         The Board will be notified by the Head Coach

·         Any additional half-time participation decisions will be at the discretion of the Head Coach, based on safety and preparedness.

Excused Absences (Summer & School Year Practices)
·         Illness or Injury
·         Religious observances
·         Funeral or viewing
·         Pre-approved school sponsored academic events
·         Pre-communicated family vacations
·         Board-approved absences submitted in advance

Sideline cheers are separate from halftime participation, and cheerleaders are not removed from sideline cheers due to attendance.

6. Extraordinary Circumstances

In rare and extraordinary circumstances not otherwise defined in this policy, the Board of Directors may review half-time participation eligibility on a case-by-case basis.

Such reviews are rare, discretionary, and not guaranteed.

7. Attendance Communication & Confirmation

Families are expected to:

• Notify coaches in advance of known absences, late arrival or early departure whenever possible
• Confirm attendance for practices and games using the Board-approved platform (e.g., GameChanger)

Failure to communicate absences in advance may result in the absence being recorded as unexcused under this policy.

8. Authority & Consistency

Attendance standards are established by the Board of Directors and must be applied consistently across all squads.

Coaches:

• May not waive attendance requirements
• May not modify halftime routines to accommodate absences
• May not grant exceptions beyond those outlined in this policy without consultation with the President of the Board

9. Policy Intent

This policy is intended to:

• Protect athlete safety
• Ensure fairness across squads
• Support coaches with clear, consistent standards
• Allow reasonable flexibility without undermining expectations

APPENDIX B

TJYCA BOARD POSITIONS & ROLE DESCRIPTIONS

Purpose of This Appendix

This appendix defines the roles, responsibilities, expectations, and continuity guidance for all TJYCA Board positions. It supplements, but does not supersede, the TJYCA Bylaws.

General Board Expectations (Applies to All Positions)

All Board Members are expected to:

• Act in the best interest of TJYCA and its cheerleaders
• Attend monthly Board meetings and special meetings as required
• Review materials and participate in Board votes
• Maintain confidentiality when handling sensitive matters
• Follow TJYCA Bylaws, Policies & Procedures, and standards for participation
• Communicate respectfully and professionally

Board Members must have a child actively participating in TJYCA cheerleading during their term unless otherwise approved by the Board.

BOARD OFFICER POSITIONS

President
The President shall:

• Serve as the chief executive officer of the Association
• Preside over all Board and general membership meetings
• Ensure compliance with bylaws, rules, and established procedures
• Serve as the sole Board-approved point of contact for all coaches
• Oversee and support coaching staff and season operations
• Act as the official spokesperson for the Association
• Execute contracts, agreements, and facility reservations as authorized by the Board
• Reserve and secure the annual Cheer Camp, including contracts and scheduling
• Ensure coaches complete required clearances and follow the Coaching Code of Conduct / Policies & Procedures
• Serve as liaison to the Football Board (schedules, game requirements, field coverage, collaboration)

Vice President
The Vice President shall:

• Assist the President in organizational leadership
• Assume the President’s duties in their absence
• Serve as primary point of contact for parent questions/concerns, including anonymous submissions
• Relay parent concerns appropriately while protecting confidentiality
• Manage athlete registration through SportsConnect, including roster accuracy and inquiries
• Oversee the full registration process (announcements, flyer approvals, parent questions, SportsConnect postings)
• Coordinate and schedule biannual parent meetings (planned and conducted collectively by the Board)

Treasurer
 The Treasurer shall:

• Maintain accurate records of all income, expenses, and accounts
• Manage receipt, custody, and disbursement of funds
• Present a financial report at each Board meeting
• Coordinate posting of reports online with Technology Coordinator
• Prepare End-of-Year Treasurer’s Report for public posting
• Process approved invoices; ensure checks require two authorized signatures
• Coordinate reimbursements and credits with Board/committees
• Reconcile sponsorships, donations, fundraising, and banquet revenue
• Maintain bank accounts and documentation for audit/review
• Assist with annual operating budget preparation
• Submit annual insurance applications and maintain insurance records
• Maintain and oversee online payment systems

Financial Oversight: All transactions require Board approval and must be documented by the Treasurer.

Secretary
The Secretary shall:

• Record accurate minutes of all Board and general membership meetings
• Prepare and post minutes with Technology Coordinator
• Distribute meeting agendas, minutes, and notices in a timely manner
• Maintain official records including bylaws, amendments, and Board actions
• Manage official correspondence
• Maintain digital archives of agendas, minutes, and documents
• Apply for practice permits, track approvals, and distribute confirmations
• Reserve meeting spaces as directed
• Maintain email accounts and digital access for Board members
• Maintain a master calendar of Board events and deadlines

COORDINATOR & COMMITTEE POSITIONS

Banquet Co-Coordinators

• Propose banquet plan/theme and budget for Board approval
• Coordinate venue, contracts, catering, logistics
• Organize décor, raffles, entertainment, athlete gifts, programs
• Seek donations and coordinate coach team baskets
• Manage invitations/RSVPs; coordinate payments with Treasurer
• Secure photographer (cheer photos + 6th-grade recognition)
• Oversee setup, execution, cleanup
• Collaborate with Fundraising on banquet-related fundraising
• Plan 6th-grade recognition with football program
• Coordinate yearbook/media needs with Technology Coordinator

Fundraising Co-Coordinators

• Propose fundraisers for Board approval
• Coordinate sales, payment collection, distribution
• Plan spirit nights
• Prepare annual fundraising budget for Board approval
• Coordinate banquet-related fundraising
• Work with Treasurer on uniform reimbursements/credit tracking
• Solicit sponsorships

Technology Coordinator

• Maintain website (contacts, schedules, bylaws, sponsors, galleries)
• Post minutes and financial reports upon receipt
• Present halftime music options to Board for approval; prepare final file for President to distribute
• Manage Board-approved social media pages
• Collect/organize photos through season
• Create yearbook with Banquet Coordinators
• Post Board-approved updates/documents promptly

Uniform Co-Coordinator

• Coordinate sizing, ordering, distribution
• Schedule fittings; organize Board assistance
• Communicate with vendors; obtain Board approval for purchases
• Maintain inventory of uniforms/accessories
• Work with Treasurer on reimbursements/documentation
• Manage exchanges and vendor corrections
• Support coaches with uniform needs
• Provide timelines to Secretary (SportsConnect) and Technology Coordinator (social posting)

Community Events Coordinator

• Prepare annual Community Day budget for Board approval
• Organize participation in Jefferson Hills/Pleasant Hills Community Day events
• Coordinate volunteers and Board participation
• Manage materials and logistics (setup/takedown)
• Communicate details via Secretary (SportsConnect) and Technology Coordinator (social)
• Work with Fundraising/Technology on marketing/materials
• Coordinate deposits/profits with Treasurer

CERTIFICATION OF ADOPTION
This Policies & Procedures Manual of the Thomas Jefferson Youth Cheer Association (TJYCA) was adopted by a two thirds majority vote of the Board of Directors on February 9, 2026, and supersede and replace all prior versions of the TJYCA Policies & Procedures Manual. This document shall take effect immediately upon adoption.