SWS Baseball & Softball
Board Approved 12/14/2012
Purpose
The purpose of this policy is to define the process for SWSBSA baseball and softball team roster selection by providing consistent guidelines for player selection at all age levels within the organization. The policy will provide guidelines for the use of the criteria utilized to determine overall skill level and readiness of players for placement on a team roster within their age group.
Goal
The goal of this process is to provide a playing opportunity within an appropriate level of challenge, while supporting the need for player development and achievement geared to specific needs of the individual player. All evaluation analysis, team roster selection, coach assignment and all efforts and decisions should place this goal in foremost position.
Adherence to Policies
Prior to each new season, this document will be made available to all coaches and reviewed at the Annual Coaches Meeting. Failure to comply with the following policies will result in disciplinary action administered by the Board of Directors. Action taken could include suspension or dismissal from the Organization.
Selection of Coaches
1) Prior to Player Registration, the Board will appoint a Coach Selection Committee up to five members to help administer selection of coaches.
2) In conjunction with Player Registration, all parties interested in coaching should fill out the available form indicating their desire to participate in either a Head Coach or Assistant Coach positions. This request should be posted on our web site and communicated at all in person registrations.
3) The “Coach Interest” Form should include the parties name, all pertinent contact information (address, telephone and Email), prior coaching experience (include all sports coached and positions held outside of SWSBSA) and the age level and or team interested in coaching.
4) Individual Commissioners should gather the “Coach Interest” Forms for their specific level/age group. Based on the number of individuals interested, the number of teams in each section and the qualifications of the people applying, the Commissioner(s) should select the coaches to fulfill the coaching needs without team designation. Head Coach team assignment will follow roster selection.
5) Game Coach positions for 12U and older levels should include a Head Coach, two Assistant Coaches and a Scorekeeper. Head Coaches may use their discretion for assistance during practices and utilize addition help. In general, Assistant Coaches and Scorekeeper may be selected by the Head Coach. 10U has often used additional Assistant Coaches. It will be up to the discretion of the Head Coach regarding the utilization of additional resources.
6) In the event where more than one person vies for the same Head Coach position, the Commissioner(s) will forward the names to the Coach Selection Committee. The Committee will then interview the prospective candidates. This committee will have the authority to select the person for that position. In a rare case where this committee cannot make the decision, the committee will present to the Board all pros, cons and pertinent information related to the individuals seeking the position. The Board may need to conduct additional interviews. The Board will then make the selection.
7) Based on roster selection, some adjustments may be necessary to align coaches with the teams that their player is assigned to.
8) Upon selection it is expected that all coaches attend the coaching clinics that are made available.
Player Evaluation
Player evaluation will encompass a number of measurements to as best provide for meaningful and equitable identification of player abilities. The result of that evaluation should provide the basis for assigning each player to a team roster that fully fits the overall readiness of that player to participate competitively and safely within that level. As noted below, the evaluation process and prior year statistics are being used by SWSBSA as objective measures of a player’s skills and abilities. These factors along with certain subjective factors such as, but not limited to: coachability, respectfulness, hustle, attitude, may also be used to determine rosters.
Evaluation Process
It is the responsibility of the Commissioner to fully organize the evaluations pertinent to their area, within the age levels that use formal evaluations.
The following guidelines are to be used in the evaluation process.
1) Evaluation of players for each age level will be determined, with approval of the Board, by the Commissioner of the specific age level.
2) Timely communication to parents and players must be provided for the evaluation(s) to be conducted. This communication should include the dates, times and age level of the evaluation(s).
3) All prospective and returning players will be invited and encouraged to participate in the evaluations provided for their specific age group.
4) Formal evaluations should include, but not limited to the following areas; infield/outfield fielding, throwing accuracy and strength, hitting, pitching (for those interested), catching (for those interested), running speed and basic mechanics for all areas.
5) It is strongly recommended that all evaluators utilized be from outside the SWSBSA current organization. These evaluators, if at all possible based on availability, should not have a player currently in SWSBSA. If evaluators are needed and have a player currently in SWSBSA, that evaluator(s) should not be utilized within the evaluation session or station that includes their player (12U parents evaluate 14U – 14U parents evaluate 12U).
6) There should be a minimum of two (three recommended) evaluators at each skill station. Every effort should be made to have the same personnel evaluate each player at a specific skill station to provide a consistent grading system.
7) Evaluation forms used should use a ranking of 1 to 10 (10 being most proficient and half points not used). Forms should also include right/left throwing, positions played prior and include additional positions of interest - Players may list two positions - 1. Infield (list position) 2. Outfield 3. Pitcher 4. Catcher -Circle all that apply
8) A person or small committee (2-3) should be determined with the responsibility to tabulate the evaluation forms.
9) After evaluation sessions are completed, the evaluation forms used are to be turned in to the Commissioner or the designated tabulator present. If a tabulator is not present, the Commissioner will forward the forms to that person or head of the committee.
10) The tabulation person or committee will tabulate the rankings of all players evaluated. These tabulations will be provided to the Commissioners in time for roster selection meeting.
11) Evaluation Ratings are not to be shared outside the immediate members of the organization that have participated in the evaluation process and ensuing team selection. Evaluation Forms should not be copied or emailed. On completion of the roster selection meeting(s), all evaluation forms must be returned, by the Commissioner, to the head of the tabulation committee.
12) Parents with questions related to their player’s team selection should not be informed of the player ranking in those evaluations. It is advisable for the Coach or Commissioner to provide feedback related to a players strengths and areas where their player needs improvement related to that selection and/or any other factors that may have influenced placement.
Roster Selection
After the final evaluation process is complete, a timely date should be selected for each age level to perform roster selections. This should also be scheduled for any sections that did not utilize a formal evaluation process and proceed under the following requirements.
1) The roster selection meetings should include, at a minimum, the Head Coaches, all Assistants (if identified), the General Manager and Commissioner for that age group. In cases where the coach(s) may not be selected prior to the roster selection meeting, coaches from the previous year, (both coaches for players moving up into a level and coaches who have moved up to the next level and had players in the prior year remaining in the level to be rostered) should be utilized.
2) All teams within specific age levels should be selected at the same meeting.
3) Age levels that include “Section 1 or “A” teams should proceed as follows;
A) The “Section 1 or A” team should be selected first with the roster made up of the most qualified players based on overall evaluation of ability. Based on the following considerations, all top ranked players may not automatically be selected for this team. This player evaluation should include, Formal Evaluation Ratings (provided by the Commissioner), previous season statistics (if available) and input from previous or current coaches that had the players(s) in prior seasons. Team selection must also exhibit awareness for enough players to adequately fill all positions needed on a team (i.e.: a team with or without enough pitchers and right or left-handed throwing limitations of some positions). Consideration for the players overall development opportunities should be considered as some players will benefit from additional playing time that may be more readily provided at a lower Section. The overall number of players in this group should be addressed to allow a workable number on the roster.
B) Based on the overall number of players in the remaining group (after Section I selection), the number of Section II and Section III Teams should be determined. The team designations of Section II or III may need to be adjusted year to year based on the fluctuation of skill levels that can occur and to ensure that the player’s safety is addressed and players are suitably challenged. Other than a Section I Team, it is not mandatory for teams to be provided for Section II or III. If more than one team is determined in either or both groups, Coaches will select players via an alternating selection from the number of players available. This process should be administered to provide the best equity for the teams in that Section. Again, pitching, catchers and left-handed positions are to be considered.
4) Age levels that do not include a Section I Team should proceed as follows;
A) Based on the overall number of players in the level(s) to be rostered, the number of teams should be determined.
B) All teams in these levels should be rostered in the most equitable process as possible. An alternating selection process should be used to fill the roster needs of the teams involved. The lack of a formal evaluation process and the fact that some players may be experiencing their first exposure to organized baseball/softball, the determination of equity may be difficult. It is recommended that these groups have a “general” practice session prior to team selections. While these practices would not “formal evaluations,” they can lend some insight as to general player ability.
5) In all cases, after all rosters have been selected within the individual level of play, the Commissioner will designate a date within 72 hours after the selection meeting for all players/parents to be notified of their team assignment.
6) It is recommended that communication is done by phone and that email communication is used if phone contact is not successful and for assurance that all parents and players are notified.
7) Special requests for player placement based on convenience (Car-pooling to and from practice and games, siblings placed together, placement with a friend etc.) will only be addressed on an individual basis. Any consideration for these placements will not be granted if team make-up is negatively altered based on previous guidelines.
8) In rare situations, player/player or coach/player incompatibility has taken place and resolution through normal efforts has proven unsuccessful. If the history is known, all efforts should be taken at the time of team selection to keep the parties involved on separate teams. If the issue continues and /or follows an individual to the new team, the Commissioner and ultimately the Board will need to take the appropriate steps to resolve the issue.
School – Community Teams (16U)
1) To be selected to the School Team a player must have played on either the L-S High School Varsity or JV team ( for that season ). The Community team will be open to any age eligible prospective players that were not selected for the School Team or any player that is age eligible..
2)The School and Community Teams will be selected in one meeting as detailed in the pertinent Roster Selection sections above.
3) The goal is to provide the School Team with the most qualified players to compete at the highest skill level and league competiveness.
4) It is recommended that a more consistent evaluation process for selection of these teams be incorporated. Criteria should follow the guidelines detailed in the Roster Selection section above including all available statistics.
5) All efforts should be made to provide the best player opportunity and team fit as well as all criteria of all other age levels regarding pitchers, catchers and left-handed positions.
American Legion
Based on previous year registrations, American Legion Baseball fields one team. It has not been unusual that up to 18 or 20 players register. But, more often than not, player’s actually attending games have been within a workable number. Therefore, team placement is at this time, is not an issue.
If in the future, registration numbers reach a level in excess of a reasonable level to field one team the evaluation and selection of the team will be dictated by the guidelines for all other levels detailed above.
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