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Money & Equipment Policy
Money & Equipment Policy
Once a season is over, an athlete or volunteer (participant) must return all equipment they borrowed from their organization.
This financial obligation was on the digital agreement signed during certification.
If an organization can prove to TYFA that equipment or fees are still outstanding, the participant will be put on an indefinite hold until the situation is handled.
Equipment and registration fees are the only items that will apply to this policy.
Fundraisers in general are not covered. If it can be proven though that a participant took cases of chocolate as an example, TYFA may consider the request to hold.
Registration fees can only be requested for a hold if it is for the current season, prior to any games. If a participant is allowed to be involved in games and events without paying in full, an organization made the choice to allow that. TYFA will not hold a participant after the fact.
If a participant's prior organization no longer exists or is not an active member in TYFA (includes members in bad standing), a hold will not be granted regardless of proof.
If a participant owes equipment, and there is proof, an organization can submit an request below. The deadline for submitting a request is 8/1/current year for any hold from the previous fall or just completed spring season.
Unless a hold was already placed, no new hold will be considered on any participant from more than 1 year prior.
Appeals can be sent by the participant or the organization if TYFA rules against them. They have 24 hours from when the ruling is made. Emotion will not be considered. Just facts. This appeal is an email sent to HelpDesk@tyfa.com
A participant that is on hold cannot be involved with an organization in any way other than as a spectator. Violation will be charged as a Level III.
These holds are perpetual until they are resolved.
Uniform Waiver Policy
Uniform Waiver Policy
If an organization is not going to be in Dress Code compliance for any reason, they can request a temporary waiver.
Some rare situations may arise where a seasonal waiver may be needed and it can be requested as well.
TYFA will review and make a ruling.
Do not waiting and submit a request the day the waiver is needed.
Once an organization has entered data for a child in the WebApp and the Parent has started or allowed the organization to start to complete the required tasks for the child to be certified, movement must now be requested.
TYFA will require the parent to request a transfer. [REQUEST TRANSFER]. These transfers are not guaranteed.
TYFA will review:
Is Money or Equipment owed
Has the child switched organizations once already during the season (only one switch is possible)
Was there any Tampering
How many TYFA members are between losing organization and the potential gaining organization
Why does the parent want to switch, Where do they want to go and When
This list is not all inclusive of the different situations TYFA will look at when deciding if a move is possible.
TYFA has the right to make sure rostering of athletes is above board and fair.
Once games have started movement of athletes is denied in most cases with little to no exceptions. Once mid-season arrives, denials increase.
Request Transfer
Request Transfer
If a volunteer wishes to join a different organization. Available on volunteer.tyfa.com
Eligibility to Transfer
A volunteer may request a transfer under the following conditions:
They are not currently on Hiatus. Volunteers certified with a different organization in the previous fall season are placed on Hiatus unless they obtain a release from TYFA.
The volunteer has not already transferred once during the current season (only one transfer is permitted per season).
There are no outstanding financial obligations or unreturned equipment with the current organization.
There is no evidence of tampering or improper recruitment.
Initiating a Transfer Request
The volunteer must submit a Transfer Request Form. [REQUEST TRANSFER]
TYFA will review the request based on eligibility criteria and other relevant factors.
TYFA Review Process
TYFA will evaluate the request by considering:
Outstanding financial obligations or unreturned equipment.
The number of TYFA members between the losing and gaining organizations.
The reason for the transfer request, the intended organization, and the timing of the request.
Note: This list is not exhaustive, and TYFA may review additional factors to determine the validity of the transfer request.
Transfer Decision
Transfers are not guaranteed and will be approved or denied at TYFA’s discretion.
If approved, the volunteer may proceed with certification under the new organization.
If denied, the volunteer must remain with their current organization unless otherwise directed by TYFA.
Restrictions on Transfers
Once a volunteer completes certification with an organization, any future movement will be subject to the Hiatus Policy.
Transfers are generally not permitted once games have begun, with few exceptions.
As the season progresses, mid-season transfer approvals become increasingly unlikely.
TYFA reserves the right to ensure that volunteer assignments are conducted fairly and in alignment with organizational policies. Volunteers are encouraged to carefully consider their commitments before requesting a transfer.
TYFA will not approve transfer requests based solely on a volunteer’s dissatisfaction with their chosen organization. It is the volunteer’s responsibility to thoroughly research and evaluate organizations before making a commitment. Transfers will not be granted to correct personal decisions made without due diligence.
Volunteer Hiatus Policy
Volunteer Hiatus Policy
POLICY OVERVIEW
Once a volunteer certifies with an organization in the fall, this policy becomes effective.
Volunteers wishing to transition to another organization must either qualify under an exemption or serve a one-year hiatus (Fall to Fall).
Only an organization can clear a volunteer of financial or equipment obligations or dismiss a volunteer due to lack of an available position. However, only TYFA has the authority to release a volunteer from a Hiatus Hold.
EXEMPTIONS TO THE HIATUS POLICY
Definition of Exemption
An exemption is a formally recognized circumstance under which a volunteer is released from the standard one-year Hiatus Hold. Exemptions are specific, predefined conditions that, when met, allow a volunteer to transition to another TYFA organization without penalty. Exemptions are not subject to personal interpretation or modification and must be substantiated with verifiable documentation where applicable.
Note: If your reasoning for exemption does not fit any of the criteria listed below, you will be held. Do not attempt to use excerpts or combine exemptions to justify your release. TYFA will not accommodate attempts to manipulate the exemption criteria to fit an individual’s narrative.
If a volunteer does not qualify under any exemption, no release will be granted. TYFA will not create new exemptions to accommodate individual situations. The inability of a parent to coach their child is not considered an injustice. Additionally, an organization’s name change does not qualify for release.
Volunteers Who Are Not Subject to Hiatus
"Trainee" volunteers (minors) - Under the age of 18
Volunteers who served strictly as photographers
Qualifying Exemptions
Organization Status Change: If an organization exits TYFA, ceases operations, loses its membership, or falls into bad standing, volunteers will be released.
Turnover in Organizational Leadership: If 90% or more of an organization’s leadership is removed, terminated, or dismissed, no volunteer will be subject to the hiatus and may transition freely to another TYFA organization. However, if a volunteer owes money or equipment to their previous organization, and this can be proven in writing, the volunteer will be restricted from moving until the issue is resolved.
This rule does NOT apply if board members collude to resign or quit in a coordinated effort to reach the 90% threshold and force a release.
Relocation: Volunteers who move a significant distance from their previous residence may qualify for release. (Example: Moving from San Antonio to Killeen qualifies; moving from Converse to Live Oak does not.)
Dismissal by Organization: If an organization officially dismisses a volunteer due to lack of an available position or informs them they are not welcome, and this can be documented, the volunteer will be released. A volunteer cannot self-terminate. Not being appointed to a preferred role (e.g., Head Coach) is not a valid reason for release. Only the organization’s President has the authority to dismiss volunteers.
Lack of Age Bracket (Football): If a football organization does not field an age bracket that a volunteer wishes to coach, this may justify a release.
Lack of Cheer Program or Competition (Cheer): If a cheer volunteer’s previous organization does not offer cheer or will not compete, this may be grounds for release.
Starting a New TYFA Organization: Volunteers who leave to establish a new TYFA organization may be released, but they must be part of the establishing board of the new organization and listed as one of the three board members on the league application submitted to TYFA.
Spring-Only Participation: If a volunteer’s organization does not participate in the Spring season or does not carry the relevant age bracket, the volunteer may be released for the Spring season only.
REQUEST AND ENFORCEMENT PROCESS
All release requests must be submitted through the TYFA WebApp during the certification process.
If a volunteer is granted release but later engages in activities that void their release, they will be placed back on Hiatus.
A volunteer who is released and then seeks another release within the same season will be placed on Hiatus and must reapply.
While on Hiatus, volunteers may only participate as spectators within an organization.
If a volunteer joins a non-TYFA organization that subsequently joins TYFA within the same year, the volunteer will be placed on Hiatus.
TYFA reserves the right to place a volunteer on Hiatus if any system oversight allows them to bypass the policy.
HAITUS APPEAL PROCESS
Appeals must be submitted to HelpDesk@tyfa.com within 24 hours of the initial ruling.
Appeals will be reviewed based on factual evidence, not emotional arguments.
The necessity for a parent to coach their child is not a valid basis for appeal.
This policy ensures fairness and organizational integrity while providing clear guidelines for volunteer transitions within TYFA.
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