Club
Handbook

At NorStar Volleyball Club ("NorStar"), we hold ourselves to high expectations of respect, integrity, and teamwork, fostering a supportive environment for all players, coaches, and families. This handbook is designed to provide players, parents, coaches, and volunteers with essential information about our club's policies, procedures, and expectations. By joining NorStar, all participants (including players, parents, coaches, and volunteers) agree to comply with the policies and guidelines outlined in this handbook, and thus, we encourage all members of the NorStar community to familiarize themselves with the contents of this handbook to enhance their understanding of our club's expectations.

1. Play Time

1.1 Game Playtime Policy

NorStar does not guarantee equal playing time at any match or tournament; families invest in coaching and skill development, not guaranteed points, sets or matches.

Playing time is determined solely by the NorStar coaching staff based on factors including:

• Attendance and punctuality.
• Attitude and coachability.
• Effort and work ethic.
• Individual performance and progress.
• Athlete's potential and readiness.
• Team needs and competitive situations.

Final decisions regarding playing time are made solely at the discretion of the NorStar coaching staff, and these decisions are not open for debate. Athletes are encouraged to respectfully ask coaches what they can focus on to earn more opportunities.

1.2 Substitution Policy

Coaches will implement a fair substitution policy during games, striving to provide participation opportunities. However, a player may or may not play in a particular game or tournament due to competitive dynamics.

2. General Code of Conduct

2.1 Principles

• Respect: Treat everyone (teammates, coaches, parents, officials) with high regard and embody sportsmanship.
• Excellence: Strive for personal best and continuous improvement.
• Integrity: Act with honesty, transparency, and fair play.
• Resilience: Embrace challenges and persevere through adversity.
• Unity & Team Spirit: Value every member's contribution, avoid blaming, complaining, gossiping, or taking things personally, and work toward shared goals.
• Inclusivity: Foster an inclusive environment; discrimination or harassment is not tolerated.

2.2 Expectations for Players

• Commitment: Consistently attend practices, games, and team events; notify coaches in advance of absences.
• Effort: Give best effort, demonstrating a willingness to learn.
• Sportsmanship: Display good sportsmanship toward opponents, officials, and teammates.
• Communication: Communicate openly with coaches about concerns or issues.

2.3 Practice Expectations

• Punctuality: Arrive early and begin warming up promptly. Players who are more than 10 minutes late should bring a healthy snack to the next practice to share as a team gesture.
• Focus: Leave distractions outside the gym; focus on skill development.
• Engagement: Give 100% in every drill ("How you practice is how you play"). Everyone has an active role (playing, shagging, assisting).
• Communication: Communicate constantly; call every ball and give constructive feedback.
• Injured Players: Must attend practices to observe, take notes, and support teammates.

2.4 Tournament Expectations

• Dress Code: Must wear NorStar gear to tournaments and games.
• Representation: Behave with respect, courtesy, and dedication.
• Readiness: Arrive on time, in uniform, and ready to warm up; take initiative in warm-ups.
• Hydration & Rest: Prepare in advance with adequate rest and hydration.
• Responsibilities: Fulfill all officiating duties with the same commitment as playing.

2.5 Expectations for Parents

• Unified Team Culture: Trust team roles: coaches coach, players play, and parents support.
• Encouragement: Provide positive encouragement for all players and show respect for their efforts.
• Respect: Honor the decisions of coaches and officials; refrain from negative comments during games or practices.
• Sideline Etiquette: Avoid providing additional feedback during games; allow coaches to lead and players to focus.
• Player-Coach Communication: Empower players to communicate directly with coaches about issues.
• Playing Time: Remind your daughter that playing time is earned through consistent effort, attitude, and skill development.
• Conduct Toward Other Families: Treat other NorStar parents, guardians, and players with the same respect expected toward coaches and officials (see Section 2.6).

2.6 Conduct Toward Other Players and Families

Adults (parents, guardians, siblings over 18, chaperones, and guests) must never yell at, taunt, mock, intimidate, or confront a player who is not their own child. If an adult has a concern or dispute involving another family's player, it must be raised with that player's parent/guardian or with club leadership (Section 11), never with the player directly.

Disputes between adults should be handled privately and respectfully, away from players, and must not be discussed with other families in the gym, on the sidelines, or on social media.

2.7 Where This Code Applies

This Code of Conduct applies at all NorStar activities and settings, including:

• Practices, games, tournaments, and team events.
• Venue parking lots, entrances, and arrival/departure areas.
• Team travel, hotels, and team meals.
• Electronic communication and social media involving NorStar members.

3. Team Commitment

3.1 Attendance

Players are expected to attend all scheduled practices and games. If unable to attend, players should notify their coach in advance. Consistent attendance is crucial for team cohesion and individual development.

3.2 Commitment to NorStar

Players and families are expected to commit to the season and fulfill their obligations to NorStar, including participation in fundraising and community events.

3.3 Fees and Financial Commitments

Fees, payment schedules, and refunds are governed by the Financial Commitment Agreement signed at registration.

4. Safety and Wellness

4.1 Health Guidelines

Players are encouraged to report any injuries or health concerns to their coach immediately. NorStar promotes a safe playing environment, adhering to safety protocols and guidelines.

4.2 Emergency Procedures

NorStar coaches and staff will adhere to instructions on emergency medical/dental care for players as authorized by their parent/guardian in the USAV Youth & Junior Volleyball Player Medical Release Form.

4.3 Emotional Safety & SafeSport

NorStar is committed to players' emotional as well as physical safety. Bullying, harassment, intimidation, and emotional misconduct toward a player by any adult or player are prohibited. NorStar follows U.S. Center for SafeSport and USA Volleyball policies, including the Minor Athlete Abuse Prevention Policies (MAAPP). Anyone may report a concern directly to the U.S. Center for SafeSport or the club's USAV region at any time, in addition to or instead of reporting to the club.

5. Communication

5.1 General Content

All communication between a coach/adult and a player must be professional and focus on team activities. Inappropriate content (e.g., related to drugs, sex, or the adult's personal life) is prohibited. Any discussion of a player's personal situation will be transparent and involve parents/guardians whenever possible.

5.2 Guidelines For Contacting Coaches

• Hours: Players and parents should contact coaches between 7 AM and 10 PM for non-urgent, team-related matters.
• Inclusion: If possible, a parent/guardian should be included in player-coach communications.
• Response Time: Coaches will aim to respond within 36 hours. Responses outside specified hours should not be expected unless the matter is urgent and related to a player's safety.
• Tone: All parties must maintain a respectful and professional tone.

5.3 Playing Time & Coaching Concerns

This process is for concerns about playing time, positions, coaching decisions, and team dynamics. Concerns about misconduct, harassment, bullying, intimidation, or a player's safety follow Section 11 instead and do not require these steps.

Parents may NOT approach coaches during or immediately after tournaments/matches with concerns. A 48-hour grace period is required before addressing any issues. All concerns must follow this four-step process, with the athlete required to be present at all stages:

1. STEP 1: Athletes must speak directly with their coaches.
2. STEP 2: If unresolved, parent(s)/guardian(s) request a meeting with the athlete and coaches.
3. STEP 3: If still unresolved, a second meeting with the same parties may be requested.
4. STEP 4: If concerns remain, a final meeting may be scheduled with NorStar leadership and the coaches:
   • Coach Simo for 14-1, 15-1
   • Coach Nova for 13-1, 16-1

5.4 T.A.P. Criteria for Electronic Communications

All electronic coach-player communication must be:

• Transparent: Open, clear, and free of hidden meanings.
• Accessible: Considered a matter of record; whenever possible, include another coach or a parent.
• Professional: Reflect NorStar's standards, using appropriate word choice, tone, and content.

5.5 Electronic Channels

• Social Media: Coaches will not accept or request private friend connections with players. Private messaging between coaches and players on social media is not allowed.
• Texting: Permitted only between 7 AM and 10 PM and limited to team activity information.
• Email: Allowed, but a parent/guardian, along with another coach or club administrator, must be copied.
• Phone & Video Calls: Permitted only between 7 AM and 10 PM, limited to team activity information, and with a parent/guardian included or informed beforehand. Calls about non-team matters are not permitted. In an emergency or an urgent travel or logistics situation, a coach may call first and inform the parent/guardian as soon as practical.
• Opt-Out: Parents/guardians can request in writing to discontinue all electronic communication with their child, which NorStar will comply with immediately.

5.6 Misconduct

NorStar has a zero-tolerance policy for misuse of electronic communication (e.g., harassment, bullying, hazing). Reports will be seriously investigated according to SafeSport policies.

5.7 Confidentiality

Coaches, staff, and volunteers keep matters involving individual players and families confidential. This includes concerns, complaints, disputes, disciplinary matters, fees and payments, and personal or family circumstances. These matters are shared only with those who need to know to resolve them and are not discussed with other players or families, except where disclosure is required by law or SafeSport policy, or is needed to keep someone safe.

5.8 Contact With Other Families' Players

• Adults may not contact another family's player directly, in person or electronically, about a dispute or concern. Contact goes through that player's parent/guardian or club leadership.
• Any conversation intended to resolve a conflict that involves a player happens only with that player's parent/guardian's consent and participation.

6. Travel Policy

6.1 Team Travel (Local/overnight stay)

• Arrangements & Costs: Families are responsible for arranging and covering all individual travel and accommodation costs (flights, ground transportation, meals, hotel).
• Supervision: Parents/guardians are responsible for supervising and chaperoning players. Coaches are not obligated to supervise outside of practices and games.

6.2 Expectations During Travel

• Behavior: Players must behave respectfully; inappropriate behavior may result in disciplinary action.
• Team Events: Players must remain with the team during events and may not leave without permission from a coach or parent/guardian.
• Safety Protocols: Players must travel in groups of three or more in public. Players under 12 require a chaperone.

6.3 Prohibited Conduct

Parents/chaperones cannot consume drugs or alcohol while supervising players. Players are strictly prohibited from possessing, using, or selling illegal substances, tobacco, or alcohol. Violations may result in disciplinary action, including removal from the event or dismissal from the team.

7. Social Media & Branding Policy

7.1 General Guidelines for Social Media Use

• Representation: All posts referencing NorStar, its athletes, or coaches must be positive, inclusive, and reflect the club's core values.
• Privacy: Ensure teammates and coaches (and their families) are comfortable being tagged or featured.
• No Conflicts: Avoid using social media to air grievances or disputes; these should be directed to club leadership via appropriate internal channels.
• No Harassment: Bullying, harassment, intimidation, or disrespect on social media will result in disciplinary action, including removal from the club.

7.2 Use of NorStar Name, Logo, and Branding

The NorStar name, logo, uniforms, and any club-specific designs or slogans are the property of NorStar Volleyball Club and may not be altered or used without written permission.

7.3 Creating or Managing Team Pages

• Have Fun with Team Pages: We're open to team social media pages or accounts that showcase your season highlights!
• Keep It On Brand: Have fun with memes, reels, and celebrations but keep language and visuals clean, kind, and team-appropriate.

8. Photography, Videography & Media Use Policy

8.1 Photography at Practices

Parents and players may NOT record or photograph practices to protect privacy and focus. Exceptions are made if coaches record or designate a parent to record for player development, but these recordings are for NorStar use only.

8.2 Photography at Games & Tournaments

Parents and players may record/photograph games or tournaments if all conditions are met:

• Recording does not interfere with spectators, officials, or event operations.
• All event-specific rules are followed.
• Images and videos are used respectfully and align with NorStar's values, protecting athlete well-being.

9. Diversity and Inclusion

9.1 Commitment to Diversity

NorStar is committed to creating an inclusive environment where everyone feels welcome. We encourage the following practices:

1. Celebrate the diverse backgrounds of our players and their families through team events and activities.
2. Ensure that all communication, whether in person or online, reflects our commitment to inclusion and respect.
3. Provide accommodations and support for individuals with different needs and abilities.

NorStar recognizes the importance of embracing diversity in all its forms, including but not limited to: Race and ethnicity; Gender identity and expression; Sexual orientation; Age; Socioeconomic status; Religion and belief systems; Physical and mental abilities; and National origin.

9.2 Inclusion Practices

To uphold our commitment to diversity and inclusion, NorStar will:

1. Ensure that all individuals feel valued, respected, and supported within our community.
2. Provide equal opportunities for participation in all club activities, programs, and events.
3. Implement recruitment and retention strategies that promote diversity among players, coaches, and staff.
4. Provide ongoing training and education on diversity and inclusion topics for coaches, staff, and volunteers.
5. Foster open dialogue and encourage feedback to continuously improve our practices and policies.

9.3 Reporting and Addressing Concerns

NorStar encourages participants to report any concerns or incidents related to discrimination, harassment, or exclusion. We will address all reports promptly and confidentially, ensuring that individuals feel safe in expressing their concerns. Reports can be made to any coach or club administrator and are handled under Section 11.

10. Team-Specific Expectations

In addition to the policies outlined in this handbook, each team's head coach will provide their own expectations and preferences regarding communication, practice habits, team culture, and game-day procedures. These expectations support the unique needs of each team and must be followed alongside all NorStar policies.

11. Reporting Concerns and Violations

Any violations of this handbook, including conduct, participation, and communication policies, are taken seriously. All concerns will be treated sensitively, and the leadership team will ensure that all violations are addressed fairly and transparently, with input from involved parties. The club may adapt the steps in this section to fit the circumstances of a report, for example when a report is withdrawn, falls outside the club's activities, or the reporting family asks for a different approach.

11.1 How to Report

Reports of misconduct, harassment, bullying, intimidation, discrimination, or a player's safety may be made at any time, in writing (email preferred), to any coach, club administrator, or director.

• The four-step process in Section 5.3 does not apply. Reports can go directly to club leadership.
• The athlete is not required to be present, and no player will be required to meet with an adult they have reported.
• The 48-hour grace period does not apply to safety concerns.

11.2 Conflicts of Interest

No one decides the outcome of a report that names them, or any related request (including financial requests), from the family that made it.

• A concern involving a director is reviewed by another director who is not involved.
• A concern involving a coach, staff member, or volunteer is reviewed by a director who is not involved.
• If no director is free of a conflict, the concern goes to a designated member of the club's governing board.

11.3 Response Timeline

NorStar aims to handle every report promptly. The timelines below are targets, not guarantees. Tournaments, travel, holidays, and the availability of the people involved can affect them. If we can't meet a target, we will let the reporting family know, explain why, and give a new expected date.

1. Acknowledgment: We aim to acknowledge reports within 2 business days and name the person handling it. If that person hasn't been decided yet, the acknowledgment will say when the family can expect to know.
2. Interim measures, if needed, to keep the people involved apart while the matter is reviewed (see 11.4).
3. Review, which may include speaking with the people involved and any witnesses, as the circumstances call for.
4. Resolution: We aim to resolve reports within 14 days. If the review needs longer, the reporting family will receive a written status update by day 14 and at reasonable intervals after that.
5. Closure notice to the reporting family in writing, stating that the matter is closed and, where appropriate, the general category of action taken. Details about other families are kept confidential under Section 5.7.

Reports of suspected abuse are reported to the U.S. Center for SafeSport and/or law enforcement as required by SafeSport and USAV policy, and are not held for the club's internal process.

11.4 Interim Measures

While a report is being reviewed, the club may, for example, ask an adult not to attend practice, keep the people involved apart at club activities, or adjust who communicates with a family. Interim measures are not a finding that anyone violated this handbook.

11.5 Consequences

Consequences are decided by club leadership based on the severity of the conduct, its impact on players, and any prior history. They do not have to follow a set order, and more than one may apply. Consequences may include:

• Players: verbal or written warning, temporary suspension from practices or events, dismissal from the team or club.
• Parents, guardians, and other adults: verbal or written warning, removal from the practice space or an event, suspension from attending club activities, dismissal of the family from the club.
• Coaches, staff, and volunteers: warning, suspension, or removal from their role.

Any violation may also be referred to law enforcement, the U.S. Center for SafeSport, or USA Volleyball.

11.6 Records

NorStar keeps a confidential written record of each report, the steps taken, and the outcome.

12. Amendment of Handbook

NorStar reserves the right to amend this handbook, as needed, to reflect the changing needs of NorStar and its members. Members will be notified of any changes in a timely manner.

Athlete & Parent Acknowledgment

We acknowledge that we have received, read, and understand the NorStar Volleyball Club Handbook for the 2026–2027 season. We understand that the handbook outlines the expectations, responsibilities, and standards of behavior for all NorStar athletes and their families. By signing below, we confirm our commitment to the values, expectations, and guidelines of NorStar Volleyball Club.

Families sign the acknowledgment as part of the Club Agreements. Questions about the handbook? Email admin@norstarvolleyball.com.