Financial Assistance Policy
Sparwood Minor Ball asks that families seeking financial assistance first apply through like Emily Brydon Foundation and Jumpstart. If support is not available through these programs, Sparwood Minor Ball will review requests for assistance on a case-by-case basis and determine approval accordingly.
Home Association Registration
Players are required to register with their home association first. Sparwood Minor Ball will make every effort to place waitlisted players on a team. However, if roster sizes do not allow, or if it is not in the best interest of currently rostered players, we will work with neighbouring associations to help place waitlisted players on another team, provided families are willing to travel.
If a family chooses not to accept placement with a neighbouring association, Sparwood Minor Ball will be considered to have fulfilled its obligation and will be unable to accommodate the player further.
Female players wishing to participate in girls fastpitch are not required to register with their home association, unless that program is offered locally.
Late Fee Policy
A $10.00 late fee will be applied if payment is not received within two weeks after registration closes, unless the family has contacted the association regarding:
A. Financial assistance
B. A payment plan
If payment (including the late fee) is not received within three days after the late fee is applied, the player will be moved to the waitlist to allow another player the opportunity to register.
Players offered a spot from the waitlist will have one week to submit payment, unless arrangements have been made under options A or B above.
Payment Plans
Payment plans are available and will be determined at the discretion of the President, Treasurer, and Registrar. Timelines may vary depending on individual circumstances.
Social Media Policy
Sparwood Minor Ball will make every reasonable effort to respect the photo and social media consent preferences of parents and guardians. If consent is not provided, we will do our best to ensure that your child is not intentionally included in photos or posts shared through Sparwood Minor Ball’s official platforms.
However, Sparwood Minor Ball cannot control or be held responsible for photos or videos taken and shared by other participants, parents, spectators, or third parties during games, practices, or events. By participating in association activities, families acknowledge that photography and video recording may occur in public spaces.
If a concern arises regarding a photo or post shared through Sparwood Minor Ball’s official channels, please contact the association and we will make reasonable efforts to address the situation.
Volunteer Requirements
Parents/guardians of players in T-Ball and Coach Pitch are required to volunteer on the field during practices a minimum of two times per season. A sign-up schedule will be provided to accommodate availability.
Team Formation and Evaluation Policy
No team placement requests or changes will be accepted once rosters are finalized.
At the T-Ball and Coach Pitch levels, player swaps may be permitted if both families agree.
Practice days may be pre-set prior to registration opening to allow families to indicate preferences. However, placement on a specific practice day is not guaranteed. Sparwood Minor Ball reserves the right to assign players to teams in a way that ensures balanced development and coaching support.
For the Minors, Majors, and Teens divisions, teams will be formed by the appropriately assigned Board members. Where multiple teams exist within a division, players will be placed accordingly to create balanced teams. All roster decisions are final.
Practice days and times are considered final, and player practice preferences will not be accommodated during registration.
Coaches will be assigned at the discretion of the Board in an effort to provide balanced team development and support across all teams.
Teams will not be finalized until a minimum of three indoor practices have been completed, followed by an outdoor evaluation. Sparwood Minor Ball reserves the right to adjust this timeline as necessary based on indoor facility access, weather conditions, and field availability.
Player evaluations will be organized and conducted by designated members of the Sparwood Minor Ball Board. The Board reserves the right to appoint independent third parties to assist with the evaluation process when deemed appropriate.
To ensure fairness, impartiality, and transparency, coaches will not participate in player evaluations or team selection decisions. Any Board member or appointed third party who has a child, relative, or other direct family member participating within the division being evaluated shall be excluded from the evaluation and team formation process for that division.
Player placement decisions will be based on evaluations, skill level, safety considerations, positional requirements, roster balance, player development, and the overall best interests of the division. Requests for placement with specific coaches, teammates, friends, siblings, or on particular teams will not be considered.
The Board reserves the right to make roster adjustments at any time prior to final roster approval to ensure competitive balance and the successful operation of the program.
All evaluation results, roster decisions, coach assignments, and team placements made through this process are final and will be used to support the creation of balanced teams that prioritize player development, player safety, sportsmanship, and the overall success of Sparwood Minor Ball.
Year-End Tournament Participation Policy
To ensure the integrity of competition, player safety, and proper tournament planning, the following requirements shall apply to all Sparwood Minor Ball teams participating in year-end tournaments:
Teams must have a minimum of ten (10) committed players available to participate in the tournament in order to be eligible to enter.
Team managers must provide the Board with a confirmed player availability list no later than three (3) weeks prior to the tournament date. This information will be used for tournament registration, scheduling, roster verification, and tournament planning purposes.
Where multiple teams exist within the same division, any team unable to meet the minimum requirement of ten (10) committed players by the submission deadline shall forfeit its right to participate in the year-end tournament.
Teams will not be permitted to combine rosters for the purpose of meeting the minimum player requirement. Each team must independently satisfy the participation requirements outlined in this policy.
Exceptions to this policy may only be granted by a majority vote of the Board in extraordinary circumstances and where such exceptions do not conflict with the rules of the governing league, tournament organizer, or sanctioning body.
The Board reserves the right to make final determinations regarding team eligibility, roster compliance, and tournament participation.
Sportsmanship and Discipline Policy
Sparwood Minor Ball is committed to providing a positive, respectful, and safe environment for all players, coaches, volunteers, umpires, parents, and spectators. All individuals affiliated with Sparwood Minor Ball are expected to uphold the highest standards of sportsmanship, respect, and conduct both on and off the field.
Players, coaches, parents, and spectators shall treat umpires, opposing teams, teammates, volunteers, and league officials with respect at all times. Unsportsmanlike conduct, harassment, intimidation, abusive language, discriminatory remarks, threats, or any behaviour that brings the association into disrepute will not be tolerated.
Any complaints regarding inappropriate behaviour toward umpires, opposing teams, players, coaches, volunteers, or spectators will be taken seriously and reviewed by the Board of Directors.
Upon receipt and review of a substantiated complaint, the following disciplinary process will generally apply:
First Offence: A formal warning will be issued by the Board outlining the concerns and expectations for future conduct.
Second Offence: The Board will conduct a further review of the complaint and may impose disciplinary measures deemed appropriate based on the nature and severity of the conduct. Such measures may include, but are not limited to, suspension from games or practices, removal from team activities, restrictions on attendance at events, or other corrective actions.
The Board reserves the right to bypass the warning process and impose immediate disciplinary action for serious incidents involving threats, harassment, violence, discrimination, abuse of officials, or any conduct that jeopardizes the safety and well-being of participants.
All disciplinary decisions made by the Board shall be final and will be guided by the best interests of the players, the association, and the principles of sportsmanship and fair play.
Refund Policy:
Minors, Majors, and Teens:
* Before registration closes: Full refund minus a $15 administrative fee.
* Within 2 weeks after registration closes: 75% refund (administrative fee already applied).
* After rosters are set: No refund will be given.
T-Ball and Coach Pitch:
* Before registration closes: Full refund minus a $15 administrative fee.
* After rosters are set: A one-week grace period applies for a 75% refund (administrative fee already applied).
* After the one-week grace period: No refund will be given.