I. Introduction
USA Hockey’s policies are codified in several publications available to all participants. These publications include USA Hockey Annual Guide, Official Rules of Ice Hockey, and other publications. As a national governing body, USA Hockey enacts policies at semi-annual meetings held each January and June. Affiliate Associations are recognized by USA Hockey to govern specific geographic areas. The Southeast District has four (4) Affiliates within its boundaries. Affiliates are authorized to establish policies that either supplement USA Hockey’s policies or regulate issues that are not addressed by USA Hockey’s policies. USA Hockey, while not recognizing local leagues as governing bodies, does support them. Local leagues may enact policies that facilitate organized competition among its members, provided the policies are not in conflict with USA Hockey and Affiliate policies. This document is a work in progress and will be updated as changes are approved by the District Caucus.

II. Objectives
The objectives of the District are those contained in USA Hockeys Annual Guide under the section entitled USA Hockey Core Values and pertain to the Southeast District for the purpose of supporting and managing competition for Districts common benefit.

III. Affiliates
The Southeast District is one of eleven Districts established by USA Hockey and is composed of four (4) Affiliates.

a. Potomac Valley Amateur Hockey Association, (PVAHA), representing the States of Virginia, Maryland and Washington D.C.

b. Carolina Amateur Hockey Association, (CAHA), representing the States of North Carolina and South Carolina

c. Southern Amateur Hockey Association, (SAHA), representing the States of Georgia, Tennessee, Alabama, Louisiana, Arkansas and Mississippi

d. Statewide Amateur Hockey of Florida, (SAHOF), representing the State of Florida

IV. USA Hockey and SE District Policies
The SE District has adopted the following Policies as set forth each year in the USA Hockey Annual Guide:

a. Zero Tolerance
b. Sexual Abuse
c. Physical Abuse
d. Screening
e. Hazing
f. Consumption/Use/Abuse of Mood Altering Substances
g. Mailing Lists
h. Conflict of Interest
i. Various Codes of Conduct as defined by USA Hockey
j. All of USA Hockeys policies and by-laws are incorporated by
reference as part of this guide.

V. Government
The Caucus of the Southeast District, pursuant to the USA Hockey Bylaws, Rules, Regulations and Policies, shall govern the affairs of the District as they may now exist or may hereafter be modified.

a. Caucus - The governing body of the District shall be the Caucus, which shall consist of the President of each of the Affiliates in the District, the District Directors, the District Registrar, the District Coach-in-Chief, the District Referee-in-Chief, the District Risk Manager, and such others as the Caucus may appoint. Only Affiliate Presidents may vote. Votes are not equally distributed to all four (4) Affiliates; rather the number of votes cast by each Affiliate President will be based on registered members of all Associations within each Affiliate as of the date specified by the Caucus members.

b. Regular Meetings - The Southeast District schedules two (2) regular meetings each year. The Mid-Annual Meeting shall be held during the first quarter of the calendar year at a date and site to be determined by the Caucus members present at the USA Hockey Mid-Winter meeting, in January of each year. The Annual Meeting shall be held in June, July or August on a date and at a place voted upon by the Caucus members present at the USA Hockey Annual Congress in June of each year. A District Director selected by the Directors shall chair the meeting and shall be responsible for preparation of the meeting agenda. A quorum at such Regular Meetings shall consist of 3/4 of the Affiliate Presidents. A majority vote, based on registered members of all Associations within each Affiliate, shall be cast by the Affiliate Presidents (or their designee) as set forth in Section a. above and shall constitute an approved action of the District. Roberts Rules of Order, the latest edition, shall govern the conduct of all meetings of the Caucus. Motions at any SE District Caucus meetings may be made by any member of the Caucus. Should any Affiliate President be unable to attend a Regular Meeting of the Caucus, that Affiliate shall be allowed to designate another person from its Affiliate Board of Directors to attend or participate. Such person who is attending shall be allowed the same voting privileges which are granted the Affiliate President. Reasonable notice of the time and place of all meetings shall be given.

c. Special Meetings - Special Meetings of the Caucus may be called by any two (2) members of the Caucus on seven (7) day written notice personally delivered, faxed, or sent by other electronic transmission, accompanied by written notice of the agenda item(s) to be discussed. Special Meetings may be held telephonically so long as all participating can hear each other. A District Director shall chair the meeting and shall be responsible for preparation of the meeting agenda. A quorum at such Special Meeting shall consist of the Affiliate Presidents (or their designee). A majority vote, based on registered members of the Association within each Affiliate, shall be cast by the Affiliate Presidents (or their representative) as set forth in Section a. above shall constitute action of the District. Roberts Rules of Order, the latest edition, shall govern the conduct of all meetings of the Caucus. Should any Affiliate President be unable to attend a Special Meeting of the Caucus, that Affiliate shall designate another person from its Affiliate Board of Directors to attend or participate. Such person who is attending shall be allowed the same voting privileges which are granted the Affiliate President.

VI. USA Hockey District Directors
The Southeast District is entitled to elect representatives to sit on the USA Hockey Board of Directors. The District as provided by the procedures outlined herein shall elect such persons.

a. Election of Directors

Eligibility Requirements - In order to be eligible to hold the elected position of Southeast District Director all candidates for the District Director position shall have primary residence (the state in which they reside more than 50% of the calendar year) within the Southeast District.

b. Term of Office - The term of office shall be for three (3) years and shall commence at the end of the USA Hockey Annual Congress generally held in June, the year of election.

c. Nominations - Candidates for District Director shall be from Affiliates not currently having a District Director residing within their Affiliate or from the Affiliate area of which a current Directors term is expiring. Any USA Hockey member of the Southeast District may nominate himself/herself or any other person. Nominations shall be in writing and must be submitted to the Southeast District Registrar prior to March 1st of the election year. A brief resume of the candidate should be included in the nomination letter. The Registrar shall confirm the residency and interest in being a nominee. The candidate nominated may decline to have his/her name placed on the ballot.

d. Voting - In any voting to elect a District Director, the Presidents or Registrars of the Member Associations shall exercise the vote of the registered members of each Association. The number of current season votes to be cast will be based on the registered members filed with the USA Hockey Registrar as of February 28th. Nominations for District Director and Ballots for that specified position shall be distributed by the Southeastern District Registrar, by mail or by such other method as approved by the SE District Caucus in accordance with the following timetable.

Nominations Open - February 15th
Nominations Close - March 1st
Ballots Distributed - March 22nd
Ballot Postmarked by - April 10th
Termination of Appeal Deadline - April 20th

e. The ballots shall specify a date by which the executed ballot must be received by the Southeastern District Registrar. Ballots received by the Southeastern District Registrar after the date specified in the ballot shall be void and not counted for that election.

i. Write-in Candidates: Votes for write-in candidates will be valid and counted provided the candidates meet the eligibility requirements of this procedure.

ii. Proxy Voting" Proxy voting is specifically prohibited.

iii. Winning Candidate: The candidate with the highest number of votes shall be declared the winner.

iv. Ineligible District Personnel: The Southeast District Registrar, Referee-in-Chief, Risk Manager and Coach-in-Chief shall be ineligible for election to the position of District Director.

v. Certification of Ballots: All ballots shall be counted by SE District Registrar and designee(s) of the Caucus, who shall also have the authority to reject any ballots not in compliance with Southeast District election procedures as stated above. The SE District Registrar shall notify Southeast District candidates, Directors, Affiliate Presidents and other Caucus members of the election results. The Southeastern District Registrar shall retain the ballots and any void ballots until the next District Director Election, or a period of 90 days after the election results are made public. 

Appeals of the elections must be made within 10 days of the election results being made public. No ballots will be destroyed until 90 days after the appeal has been settled.

vi. USA Hockey Approval: This election process and any changes thereto shall be subject to the approval of the Board of Directors of USA Hockey.

f. Resignation or Inability of a District Director to Complete His/Her Term of Office: Should a District Director resign or otherwise become unable to complete his/her term of office, the Southeast District Registrar shall conduct a special election within 90 days from the date of such resignation or incapacitation. This special election will be held in the same manner as determined herein except the time for nominations and election shall be compressed to ensure that the District is not without proper representation. The replacement District Director shall be elected for the remainder of the vacated term of office only.

g. Newly Elected District Directors Also Serving as Affiliate Presidents: It shall be the policy of the Southeastern District that its active District Directors not serve as an Affiliate President at the same time as he/she is serving as a District Director. However, in order to cause the least disruption of Affiliate affairs, a newly elected District Director shall have 90 days from the date of election as District Director to resign the Affiliate Presidency. Nothing contained herein shall prohibit a District Director from serving in any other capacities within his/her Affiliate.

VII. Other Caucus Representatives

i. Girls/Women
The USA Hockey Girls/Women Section representative is an elected position that serves at the pleasure of the District Caucus and shall be appointed for a period of two years.  The Representative serves as the focal point for SE District contact with the USA Hockey Girls/Women Section.  The representatives duties shall include and may be altered as necessary at the direction of the District Caucus: developing and implementing program budgets, coordinating District Evaluation Weekend and District Tryouts, coordinating player development camps, and attending and representing the SE District at USA Hockey’s Girls/Women Section meetings.
 
ii. High School 
The USA Hockey High School Section representative is an elected position that serves at the pleasure of the District Caucus and shall be appointed for a period of two years.  The Representative serves as the focal point for SE District contact with the USA Hockey High School Section. Formal appointment to the USA Hockey High School Section is made by the President of USA Hockey.

The SE District High School Representative should: encourage and improve the standards and conduct of High School hockey; encourage and assist registration with USA Hockey of High School hockey players, varsity, junior varsity, club or otherwise; assist in the expansion of High School hockey by assisting in the formation of new teams and Leagues and in the expansion of present Leagues; develop and encourage sportsmanship and playing proficiency by all players and persons involved in High School hockey; communicate and cooperate with all governing bodies of High School hockey so as to improve and promote the sport of High School hockey; act on behalf of SE District High School hockey teams and to interface with the High School Section of USA Hockey so as to improve High School hockey in general; act when necessary or desirable in the furtherance of High School hockey in the SE District; make recommendations for adoption, which would be in the best interests of the High School Hockey program, to the SE District Affiliate Presidents; attend High School Section meetings and provide information, as requested and necessary, regarding High School hockey within the SE District and keep the Affiliate Presidents informed of issues and concerns affecting High School hockey.
 
iii. Secretary
The District Secretary is an elected position that serves at the pleasure of the District Caucus and shall be appointed for a period of two years. The Secretary shall have sufficient skills to provide all written records of the business of the District. The Secretary’s duties shall include and may be altered as necessary at the direction of the District Caucus: recording of meeting minutes; providing those minutes to all caucus members; notifying members of upcoming meetings; preparing the District calendar of events; conducting District correspondence; making arrangements, agendas and coordinating awards for the District’s Annual Meeting and preparing and distributing annual revisions and publication of the District Annual Guide.

iv. ACE Coordinator

v. Treasurer
The District Treasurer is an elected position that serves at the pleasure of the District Caucus and shall be appointed for a period of two years. The District Treasurer shall have sufficient skills to provide all financial records of the business of the District. The District Treasurer’s duties may be altered as necessary at the direction of the District Caucus and shall include: receipt of all monies earmarked for the District account and deposit those funds in a federally insured bank;  payment of all rightful obligations of the District;  signature and endorsement of checks payable by or payable to the District;  presentation to the Caucus, at the beginning of each fiscal year a budget for the upcoming year;  rendering a financial account at the end of each fiscal year and at any other time as directed by the Caucus members; and arrangement for an annual independent certified audit, as requested by the Caucus members. 

Expense reimbursement requests must be:  approved by the District Treasurer and or the Affiliate Presidents; presented in writing; and be supported with original receipts attached when practical.  Reimbursement procedures are outlined in the “Southeastern District Expense Reimbursement Guide.”

VIII. Committees
The SE District Caucus shall establish the following standing committees:

a. Tournament Committee
The Tournament Committee shall be chaired by the Tournament Chairperson, who shall serve at the pleasure of the District Caucus and shall be elected for a period of two years.  It is the responsibility of that Committee to :  Determine host affiliate location;  Identify local tournament committee for each tournament;  Prepare and distribute the host facility bid template to potential interested sites;  Select the host facility;  Evaluate bid proposals and make site recommendations to the Affiliate Presidents;  Prepare tournament budget, game and locker room schedules, tournament handbook;  Administer off-ice officials’ schedule, prepare coaches meeting agenda, order medals and banners, Secure an inventory of scoresheets, Arrange for concession stands, event photographer, EMT services, Provide information on local hotels for officials and USA Hockey guests;  Coordinate tournament program;  Contact facility managers and arrange access to high speed internet, space for tournament office, hospitality suite, meeting rooms, and placement of signage to include, USA Hockey sponsors, game results, schedules;  Coordinate with rink staff on ice cuts and overtime procedures;  Maintain communication with participating teams and keep those teams informed of the latest tournament status and address any of their outstanding issues.  The committee shall also be responsible for the day to day operations of each tournament to include setting up the tournament office, reviewing ice schedules, assuring proper clock operation, preparing daily gamesheets, posting and reporting tournament standing, conducting the coaches meeting as required, communicate requirements and procedures for discipline hearing, and assure each organization is aware of ice cut procedures for overtime.

b. Player Development Committee
The Player Development Committee shall consist of the USA Hockey Youth Council Representative (Chairperson) and a representative from each of the four Affiliates, elected by the respective Affiliate President and Directors.  Other members of the Player Development Committee may be added or removed as necessitated by the Player Development Committee.  The duties and responsibilities of the Committee shall include and are not limited to: Administering all Southeastern District Development events, including District wide youth camps and teams. Overall responsibility of the district camps and teams will include the selection of participating players and staff, the timing and methodology of the allocation of players, preparation of appropriate budgets and accounting for each event.

The SE District may appoint such other committees as necessary to address specific projects or issues.

IX. Tournaments
In order to be eligible for USA Hockey Tournament Playoffs, teams must be properly registered in accordance with the guidelines set out in the most recent edition of the USA Hockey Annual Guide. Conflict between guidelines set out in this Guide, any other publications or oral statements, is to be resolved by reference to the USA Hockey Annual Guide. The Tournament Host organization must agree to the rules and regulations for hosting a District Tournament as set forth in the USA Hockey Annual Guide. District Tournaments shall be rotated through the District as outlined below. Modifications to the rotation and specific site locations shall be approved by the SE District Caucus.

X. Coaching

a. Coaching Education Required Levels
All team coaches shall meet the coaching education levels as set forth in the current USA Hockey Annual Guide. All coaches (head and assistants) shall have an appropriate level Coaching Education Program card by December 31 of the calendar year. Coaches shall carry their Coaching Education Program card with them to all games and be prepared to show proof of their coaching education level as specified in the USA Hockey Annual Guide. The CEP number, level of certification and date of last certification for all team coaches shall be shown on the score sheet for games played by a team.

In as much as local Associations interview and choose their coaches, it is incumbent upon those Associations to ensure their coaches are certified at the proper level with respect to the age level they are participating. The local Association shall ensure all coaches are properly certified by December 31st of each season. In the event that a coach is not properly certified, the coach shall not be eligible to participate in any post season play. Should the coach be making satisfactory progress toward attaining the proper level of certification, he or she may obtain one (1) temporary coaching card during his or her career.

Beginning January 1 of each year, a coach who has not met the required level of certification with respect to the age level they are coaching, the “Association” must remove that coach from the roster of that team immediately.

All ice hockey coaches and instructors of registered USA Hockey youth, high school, disabled, girls/women’s 19 & under and below programs must wear an ice hockey helmet during all on ice sessions, including practices, controlled scrimmages and coach and referee clinics (seminars), with the exception of when a team official is tending to an injured player. Any team personnel found in violation of this rule by their District/Affiliate may be subject to a recommended suspension of not less than 30 days.

XI. Player Development (Youth, Boys)

Each spring the SE District hosts a tryout to select the top players at the 14, 15, 16 and 17 age levels to participate in the USA Hockey National Summer Camps & Festivals. Players participating in the district tryouts will have been selected from their respective affiliate tryouts held exclusively for evaluating players for this purpose only. The following player selection requirements apply to players participating in District Player Development Tryouts:

A player must be a US Citizen. (See USA Hockey Annual Guide for more details)

A player must be registered with USA Hockey for the current season and be considered in good financial standing with the Association/Affiliate they are representing..

A player must reside within the SE District (Washington DC, Maryland, Virginia, North Carolina, South Carolina, Georgia, Tennessee, Mississippi, Louisiana, Alabama, Arkansas and Florida). A player attending Prep-School or playing for another team outside of the SE District but whose parent(s) or legal guardian(s) primary residence (the state in they reside more than 50% of the calendar year) is within the SE District is eligible to tryout for a SE District position.

If a player was selected to participate in a USA Hockey National Camp or Festival in previous year, he/she will be considered a Veteran Player and will receive a direct invite to the current years District tryout; all other players must participate in their local Affiliate selection process (see below). All non-veteran players must participate in their local Affiliate (PVAHA, CAHA, SAHA, and SAHOF) selection process to advance to the Southeastern District tryout.

The Southeastern District may also hold a District Select 13 Camp. Each Affiliate should hold a local selection process to select players to attend the District Select 13 Camp. Player selection requirements for the District Select 13 Camp are the same as set forth for selection to the USA Hockey National Summer Camps & Festivals except that registered non US citizens who reside within the Southeastern District are eligible to participate in the Select 13 Camp. These Affiliate tryouts will be held for the exclusive purpose of selecting players for the District tryouts.

Recruitment of players at any Southeastern District Player Development activity is not permitted. The Southeastern District Player Development Director may elect to make player contact information available upon request following the Southeastern District Player Development Tryout. Southeastern District Coaches and Team Managers selected to participate in any USA Hockey Camp or Festival or in any Southeastern District Camp or Player Development activity should not attempt to recruit players to participate on another team. Questions regarding any allegation of recruitment by any coach or team manager shall be referred to the Southeastern District Director of Player development.

XII. Player Development (Girls) 

Each spring the SE District hosts a tryout to select the top players at the 14, 15, 16, 17 and 18 age levels to participate in the USA Hockey National Summer Camps & Festivals. This is an open tryout for all female players meeting the following requirements:

A player must be a US Citizen. (See USA Hockey Annual Guide for more details)

A player must be registered with USA Hockey for the current season and be considered in good financial standing with the Association/Affiliate they are representing.

A player must reside within the SE District (Washington DC, Maryland, Virginia, North Carolina, South Carolina, Georgia, Tennessee, Mississippi, Louisiana, Alabama, Arkansas and Florida). A player attending Prep-School or playing for another team outside of the SE District but whose parent(s) or legal guardian(s) primary residence (the state in they reside more than 50% of the calendar year) is within the SE District is eligible to tryout for a SE District position.

Combined with the National Camp tryout is a tryout for the Southeast 19&U and 14&U select teams for inter-district competition and/or other USA Hockey sanctioned competitions.  All female players meeting the above criteria with the exception of citizenship are allowed to participate in the select team tryout.

The Southeastern District may also hold a within District Select 13 Camp.  Each Affiliate should hold a local selection process to select players to attend the District Select 13 Camp.  Player selection requirements for the District Select 13 Camp are the same as set forth for selection to the USA Hockey National Summer Camps & Festivals except that registered non US citizens who reside within the Southeastern District are eligible to participate in the District Select 13 Camp.

Recruitment of players at any Southeastern District Player Development activity is not permitted.  The Southeastern District Player Development Director may elect to make player contact information available upon request following the Southeastern District Player Development Tryout.  Southeastern District Coaches and Team Managers selected to participate in any USA Hockey Camp or Festival or in any Southeastern District Camp or Player Development activity should not attempt to recruit players to participate on another team.  Questions regarding any allegation of recruitment by any coach or team manager shall be referred to the Southeastern District Director of Player development.

XIII. Women's Hockey

Waivers:  On the rare occasion female players and/or teams desire to apply for waivers as outlined in the USA Hockey Annual Guide, the following standards will be applied:

a. Senior C waivers:  Waiver forms may be found at the District website and must be submitted to the District G/W’s representative by October 15^th of the season.  The National G/W chair, the District G/W representative and the USA Hockey G/W liaison will review the waiver request and provide a ruling, in writing, to the applicant by November 1^st of the season.  This letter must be presented at the District and National Tournament credentialing meeting.

b. Game count waiver:  Waiver forms may be found at the District website and must be submitted to the District Registrar by October 15^th of the season.    The National Registrar chair, the District G/W representative and the District Registrar will review the waiver request and provide a ruling, in writing, to the team representative by November 1^st of the season.  This letter must be presented at the District and National Tournament credentialing meeting.

c. Eligibility:  In order to be eligible for USA Hockey Tournament Playoffs, teams must be properly registered in accordance with the guidelines set out in the most recent edition of the USA Hockey Annual Guide.  Conflict between guidelines set out in this Guide, any other publications or oral statements, is to be resolved by reference to the USA Hockey Annual Guide. 

d. The Tournament Host organization must agree to the rules and regulations for hosting a District Tournament as set forth in the USA Hockey Annual Guide.  Specific site locations shall be approved by the SE District Caucus.

e.Girls/Women’s District Tournament invites one team per Affiliate at each USAH age classification meeting the above eligibility requirements. The affiliate president, or his/her representative, shall declare by October 15^th representation of that Affiliate for the District/National tournament in each USA age level.   If any given Affiliate does not have a team at a particular age classification then the District shall extend an invitation to additional teams from other Affiliates based on female registration numbers (as noted by the District Registrars records of the previous season)  until the four team quota is met.  However if  there are 2 Affiliates in the District playoff and inviting a 3^rd team from one of those affiliates would result in a 3 team tournament, an additional team will not be added. A 3 team playoff will only occur when only 3 Affiliates have teams and there are no other national bound teams.

XIV. Player Transfer

After the signing of a commitment, the release/transfer rules of the Affiliate where the player is requesting a release shall apply and that Affiliate's procedures must be followed (including the appeal processfor that Affiliate) prior to the player being placed on the roster of a team in another Affiliate.

XV. Southeastern District Annual Awards

District Directors’ Volunteer of the Year

The award will be given each year in recognition of an outstanding volunteer within the SE District.  Nominations will come from the Affiliate Presidents or District Directors.  Current Affiliate Presidents or District Directors may not be nominated.  Nominations are due by June 1^st of each year and voting will take place at USA Hockey’s Annual Congress.  This process will give the recipient(s) time to make plans to attend the Annual SE District meeting, where they will officially be recognized at the awards luncheon.

Southeastern District Director’ Cup

Given annually to that person, team or organization that brings great honor to the SE District of USA Hockey.  Nominations will come from Affiliate Presidents or District Directors.  Current Affiliate Presidents or District Directors may not be nominated.  Nominations are due by June 1^st of each year and voting will take place at USA Hockey’s Annual Congress.  This process will give the recipient(s) time to make plans to attend the Annual SE District meeting, where they will officially be recognized at the awards luncheon.

SOUTHEAST DISTRICT CAUCUS

Signature Certification Page

Having received this document, entitled “SOUTHEAST DISTRICT GUIDE” as revised in June 2005 and finalized on August 23, 2005, and revised October 25, 2006, and revised in July, 2008, I do AGREE with the contents of specified document as written in its entirety: