GENERAL STATEMENT


The Passaic County Coaches Association has established a set of general guidelines for all county selection and seeding meetings. It is not the purpose to establish exact rules and regulations for every sport. Each sport has its own individual differences. However, consistencies where possible will enable the association to best serve its purpose.
The coaches of the particular sport should determine the exact method of voting, with direction from the tournament chairperson, and the executive director. The executive committee has adopted the following general guidelines and procedures that all sports sponsored by the Passaic County Coaches Association will adhere to as of September 1, 1997. 
Any questions concerning these guidelines should be forwarded to the executive committee.
CHAIRPERSON INFORMATION

 
  1. Email a tentative tournament application form to the executive director for review, before mailing it to the schools. Do not have a general mailing without approval from the executive director.
  2. Email out tournament information, pre and post (all county) meeting dates to all Athletic Directors and  Administrative Assistants of all county schools.
  3. Confirm with the Athletic Director of each school and ascertain if their team is planning to enter the tournament.
  4. Email out a reminder of the post season all-county meeting date to all Athletic Directors and Administrative Assistants, not just to the schools that participated in the tournament.
  5. Handle public relations with the local newspapers and reporter’s regarding the county tournament.
  6. Contact the treasurer for awards and arrange for their pick-up and delivery to the appropriate site.
  7. Conduct the pre and post (all-county) meetings. THE ASSOCIATION WILL PROVIDE THE AMOUNT 0F $3. PER PERSON FOR PARTICIPATING COACHES FOR THE PRE AND POST TOURNAMENT MEETING FOR EXPENSES. Send the receipt to the treasurer for payment.
  8. The all-county team should typed in Times New Roman font size 12 and sent to Tim Gillen within one week of all-county selection meeting.
  9. Be responsible, if applicable, for the collection and handling of all gate receipts.
  10. Adhere to all fee schedules when paying tournament workers, officials, trainers and charging admissions.
  11. Adhere to the county format of the number of teams that are required to run the tournament.
  12. Any questions or problems should be referred to the executive director.
  13. Once an application to participate in a tournament is filed, only an administrator can withdraw a team before the seeding meeting.

THE FOLLOWING PROCEDURES SHOULD BE USED FOR OFFICIALS:

  1. It is recommended that at the seeding meeting the coach of the visiting team present a list of officials, under the headings of most preferred, preferred and least preferred, to the opposing coach. This list consists of those officials that would like to work the game.
  2. The Athletic Director of the higher seeded team hires the two officials when they are the home site. 
  3. The executive director will hire or delegate the assignment of the officials for all semi-final and final games, and/or neutral site games. The best officials available should be hired from an overall coaches preferred list.  
  4. Contact the executive director if unsure of the procedure for a particular game or tournament.

 

NOTES:
  1. The treasurer will bill each school for tournament entry fees except for the Cross Country Invitational. It is requested that a check accompany the entry form.
  2. THE PCCA Membership CARD ADMIT’S THE MEMBER WHOSE NAME IS ON THE CARD and ONE GUEST ONLY. THE MEMBERSHIP CARD DOES NOT GUARANTEE ENTRANCE INTO ANY SOLD OUT EVENT. Membership cards are not transferable. WE DO NOT ACCEPT COACHES CARDS FROM ANY LEAGUE OR OTHER COUNTIES.
  3. Only voting member coaches can nominate, speak and vote for all-county teams and coach of the year. Non-member coaches cannot be the coach of the year. 
  4. Newspaper reporters will not be permitted to attend the pre or post (all-county) tournament meetings.
  5. All expenses incurred at the site of the higher seeded team are to be paid by the home team.

 

IMPORTANT!!

  1.  The all-county team should typed in Times New Roman font size 12 and sent to Tim Gillen within one week of all-county selection meeting. 
  2. Notify the President of PCCA if a coach or rep. does not show up at post (all-county) meeting. The PCCA Secretary will notify the coach’s Principal and AD in writing.
  3. All-County selections shall consist of 1st team, 2nd team and two H.M. selections per school. Non-tournament all-county teams will select only a 1st team. (Equaling the number of Schools that offer the sport plus one additional athlete)
  4. Post tournament information should be forwarded to Sharon Hughes, the Newsletter Editor and the Executive Committee.

 

SEEDING MEETING GUIDELINES


  1. Only the voting members of the PCCA may participate in the seeding procedures, (i.e.: nominate, speak, represent or vote). The need to have any non- voting members present at the seeding meeting will be determined by the tournament chairperson and the executive director. Non-voting members may not speak at the meeting. Reporters and media personnel are not permitted at the seeding meeting.
  2. All schools/teams/individuals will compete in a common bracket. In order to be eligible for seeding in the PCCA tournament, schools must follow the directions contained in the individual tournament entry packets.
  3. When seeding teams, coaches may not vote for their own team. When seeding an individual, coaches may vote for their own athletes. When seeding teams, a written ballot will be required. When seeding individuals, the option for a written or open ballot will be at the discretion of the executive director. Signatures on written ballots are suggested.
  4. Seeding must be performed by vote of the member coaches representing the schools entered in the tournament, except for Lacrosse. A seeding committee is not permitted. Absentee ballots are not permitted. Coaches may be asked to justify their vote.
  5. Voting procedures pertaining to the method(s) of seeding are to be established by the coaches under the direction of the tournament chairperson and the executive director. Changes in the procedures, for seeding a tournament, must be placed on the floor for discussion and voted on for implementation the following year. No changes may take place at the seeding meeting for use in the current year. In situations where no procedures are established, prior practice will be used, except where they do not follow county rules, regulations and guidelines.
  6. The tournament director must have a copy of these guidelines and the current PCCA Handbook available at the seeding meeting. The appropriate information contained in these guidelines should be read to the coaches before the start of the meeting.
  7. Any questions should be directed to the executive director. The executive director shall rule on any issues not covered in these guidelines.

ALL-COUNTY SELECTION MEETING GUIDELINES


It is the goal of the PCCA to select the most deserving athletes to represent our all-county teams. In voting, coaches must consider the qualities and attributes of their own athletes, as well as those from other schools. Coaches must consider the opportunity to select an all-county team as an honor and take great care and responsibility when doing so.

  1. Only voting members of the PCCA may participate in the selection process, i.e.: nominate, speak, represents and vote. The need to have any non- voting members present at the meeting will be determined by the tournament chairperson and the executive director. Non-voting members may not speak at the meeting. Reporters and media personnel are NOT permitted at the selection meetings.
  2. Voting procedures pertaining to the method(s) of selecting the team are to be established by the coaches under the direction of the tournament chairperson and the executive director. Changes in the procedure for selecting the team(s) must be placed on the floor for discussion and voted on for implementation for the following year. No changes may take place at the selection meeting for use in the current year. In situations where no procedures are established, prior practice will be used except where they do not follow County Association rules, regulations and guidelines.
  3. Coach of the Year voting shall take place before the selection of the all-county team. Nominations from the floor should be taken followed by discussion. A written ballot is required for voting, which includes two or more nominations. The results of the Coach of the Year voting will be announced at the conclusion of the meeting. All ties will be broken. 
  4. Selection of the all-county team must be by vote of the member head coaches/representatives present. In the event that the head coach is not present, and an assistant coach or alternate is representing a school, said alternate must be a member of the PCCA and be prepared to represent the athletes from said school with necessary information and/or statistics as may be required by the particular sport. The alternate must report to the tournament chairperson and/or the executive director before the start of the meeting and inform them that they are representing the athletes from their school in lieu of the head coach. Absentee nominations cannot be accepted by the executive director or the tournament chairperson from a coach not present (i.e., phone call, email, etc.). The Principal and the Athletic Director of any school not attending an all-county meeting as outlined above will be notified in writing.
  5. Coaches may nominate and vote for their athletes.
  6. Whenever possible, the results of the balloting should be held to the end of the meeting or a portion of the results held as long as possible.
  7. When a County Tournament is offered in both genders and the School only offers one team in that sport, the Athlete will be eligible to be All-County in his/her gender.
  8. All ties for first team must be broken. Ties for second team selection need not be broken. However, a vote must take place. All sports must follow the guidelines for the number of all-county positions.
  9. Each school is entitled to two honorable mention selections. Absentee ballots are not permitted for the first team, second team, honorable mention and Coach of the Year.
  10. No athlete may appear on the same all-county team more than once. The exception is any relay team.
  11. If more than one athlete is nominated for a position, a written ballot is at the discretion of the executive director.
  12. The last date to conduct an all-county selection meeting for the spring season will be the Thursday before Memorial Day.
  13. The tournament director must have a copy of these guidelines and the current PCCA Handbook available at the selection meeting. The appropriate information contained in these guidelines should be read to the coaches before the start of the meeting.
  14. Any questions should be directed to the executive director. The executive director shall rule on any issue not covered in these guidelines.