Policies & Procedures
ACTIVITY CENTER (GYM) USE/RENTAL:
We have an updated policy concerning scheduling the ACTIVITY CENTER (GYM) for non-CYO sport practices and activities. Please utilize the Room Reservation on the IHM website to request use of the facility.
- CYO sports team practices will ALWAYS have priority with scheduling the Gym over non-CYO sports teams.
- We will not allow the following non-CYO sports teams to hold practices in the GYM: Baseball, Softball, and Lacrosse.
Upon submitting the request to the Parish office via our online system, you will receive a follow-up email confirmation concerning the status of your request. There will be no practice requests reviewed or granted on weekend days.
If you would like to reserve the gym or have questions, please contact Paula Ryan at firstname.lastname@example.org
The following general regulations pertain to all IHM sports activities such that every participant is treated equally and fairly. Individual coaches may make additional specific team rules to govern participants’ actions during practices, games and CYO sponsored athletic events.
The IHM Athletic Commission hereby adopts the following rules and regulations:
- The CYO “Code of Ethics” shall apply to all IHM youth sports programs.
- The CYO “General Eligibility Standards” shall be strictly enforced.
- All CYO Rules and Regulations for a specific sport shall be strictly enforced.
- It is expected that IHM teams will take priority over any other concurrent team activities. Absence(s) due to conflicts will not be excused.
- If a student is absent (attends less than half of the day) from school for illness on the day of practice or game, he/she may not participate in the practice or game.
- Three (3) unexcused absences from practices or games will, at the coach’s discretion, automatically subject the student to possible dismissal from the team. An “excused” absence is one in which the player (not his/her parent) contacts his/her coach prior to the scheduled event to provide notification of the pending absence. The Head Coach has the discretion to determine whether the absence is “excused” or “unexcused”, and must inform the player of the determination. If a player is absent from school on the day of a scheduled event, the absence is considered an excused absence.
- Any termination of a player on a team will be approved through the Athletic Director, Coordinator, and Coach.
- Athletic equipment and uniforms provided to the athlete are to be kept in good condition. Failure to return the equipment or uniform at the end of each season will subject the athlete to suspension from other IHM/CYO sport programs until the equipment or uniform has been returned, or a fine paid, if the equipment or uniform is lost. NO fine shall be greater than the cost of replacement of the article(s).
- All volunteer coaches and assistant coaches are to complete the “CYO Certification Program”.
- Office of Catholic Schools: October 2017 Policy on Use of Locker Rooms and Showers
The Athletic Commission states that it should be clear that participation in athletics is not a right but a privilege. Any student who wishes to participate is expected to comply with the responsibility of representing their school. With that in mind, there are types of conduct that will not be tolerated from any athlete at any time throughout the calendar year, on or off the school grounds. The use, consumption, possession, or purchase of alcohol, tobacco, or illicit drugs will cause a 45 day suspension (NO PARTICIPATION, NO TRYOUTS). At the termination of the period of suspension, the suspended student must apply for reinstatement if he/she wishes to again participate in athletics on behalf of IHM. The application for reinstatement will be submitted to the Athletic Commission whereafter the Commission will meet and at which time the student and his/her parents may appear and be heard. A majority vote of the Athletic Commission members present will cause the student to be reinstated.
ATHLETE/PARENT COMPLAINT PROCEDURE
The Athletic Commission supports the following athlete/parent complaint procedure involving the coach of any sport:
- Any athlete or parent shall first discuss their issue with the head coach of the athlete’s team.
- If not satisfied with the head coaches’ resolution of the issue, the athlete/parent may bring their issue to the Athletic Coordinator of that sport. The coordinator should listen to each parties’ perspective before addressing the issue with the athlete/parent. The coordinator may also discuss the issue with the Athletic Director before resolving the issue.
- If either party is not satisfied with the resolution of the issue by the coordinator, then the issue may be brought to the Athletic Director of the sport. The Athletic Director should consider all parties’ perspective before resolving the issue. The Athletic Director may also discuss the issue with the Athletic Commission before resolving the issue.
- If either party is not satisfied with the resolution of the issue by the Athletic Director, then the issue may be brought to the Athletic Commission. The following procedure will be followed:
a. The complaint must be dated in written form (by letter or email) to the president or vice president of the commission. The writing shall state the nature of the complaint.
b. The Athletic Commission shall discuss the matter and may, if necessary, conduct a review of the facts.
c. The Athletic Commission shall inform the pastor of IHM, and if appropriate, the principal of the athlete’s school, and CYO central office of the situation.
d. The Athletic Commission shall resolve the issue by majority vote within thirty (30) days of receipt of the complaint.
In order to comply with CYO eligibility standards and the internal academic standards for IHM, the Athletic Commission supports the following procedure:
- The principal of each school with a student athlete participating on a CYO sponsored IHM athletic team shall inform the boys and girls Athletic Directors of all student athletes who are ineligible after each academic quarter.
- The principal of the respective school shall inform each student athlete at issue and their parents of their child’s ineligibility.
- After each progress report and each academic quarter, the boys and girls athletic directors shall inquire with the principal the status of all previously declared ineligible athletes.
- The principal retains all authority over the eligibility of a student athlete. The decision is not subject to resolution through the Athletic Commission.
BYLAWS OF THE IMMACULATE HEART OF MARY ATHLETIC COMMISSION
Article 1: Mission Statement –
“The mission of the IHM Athletic Commission is to promote the knowledge, growth and development of IHM students and non-affiliates who participate in IHM athletics and physical wellness programs. As part of the youth ministry of the parish, the Committee provides quality programs in specific sports. The Committee also monitors and assesses the impact and interaction of its athletic programs with the school and the larger parish community”.
Article 2: Athletic Commission Membership –
The Athletic Commission (AC) shall consist of the following membership:
* Six (6) elected, voting members:
Chairman, Vice-Chairman, Secretary, Treasurer, and two (2) At-large members. Each member shall serve one three-year term. With the exception of the Treasurer, each member must spend one year off the commission before they can be eligible for a new term.
* One (1) voting member appointed by the Pastor. The appointed member shall serve one three-year term and must spend one year off the commission before they can be considered for a new term.
* Two (2) voting members appointed by a majority of the athletic committee members:
The Boys Athletic Director and the Girls Athletic Director. The Athletic Directors serve at the pleasure of the Athletic Committee.
* Two (2) ex-oficio non voting members: School Commission representative and Faculty Representative. Those members shall be appointed by their respective organizations to serve in this capacity.
Article 3: Nomination and Election of Members –
The AC shall publish notice of vacancies and the expiration of terms of its membership in the School Newsletter, the Parish Newsletter and on ihmindy.org for two months prior to the last meeting of the school year. The AC may extend invitations to individuals to submit their names for nomination to fill vacancies of its elected membership. Any registered parishioner in good standing or school parent may submit their one-page written nomination to the AC for consideration. At the final meeting of the school year, the AC shall elect, by simple majority, candidates to fill vacancies on the committee. A quorum of the voting members must be present for the election. Should a vacancy occur before the end of a school year, the AC may, at the discretion of its members, conduct the above process to fill such unexpected vacancy prior to the last meeting of the school year. In the case of such an unexpected vacancy, the AC may publish notice one month in advance of a special election to fill the vacancy.
Beginning in 2010, the Vice-Chairperson for the AC shall be chosen at the final meeting of the school year by majority vote of the AC. A quorum of the voting members must be present for the election of officers. The Vice Chairperson shall serve a one year term following this election. Upon completion of that term, the Vice Chair will succeed the sitting Chairperson as Chair of the AC for each subsequent year.
Upon the expiration of a term of either the Boys Athletic Director or Girls Athletic Director, the AC shall publish notice of vacancies and the expiration of terms of its appointed membership in the School Newsletter, the Parish Newsletter and on ihmindy.org for two months prior to the last meeting of the school year. The AC may extend invitations to individuals to submit their names for nomination to fill vacancies of its appointed membership. Any registered parishioner in good standing or school parent may submit their one-page written nomination to the AC for consideration. At the final meeting of the school year, the AC shall approve by simple majority, candidates to fill vacancies on the committee. A quorum of the voting members must be present for the approval process Should a vacancy of one of the Athletic Directorships occur before the end of a school year, the AC may, in the discretion of its members, conduct the above process to fill such unexpected vacancy prior to the last meeting of the school year.
Article 4: Officers –
Section 1. OFFICERS AND QUALIFICATIONS THEREFOR: The officers of the Commission shall consist of a chairperson, vice chairperson, secretary, treasurer and such other officers as the Commission may elect. The officers shall be Commission members.
TERMS OF OFFICE: Except for the Treasurer, the officers of the Commission shall serve in their offices for a period of one (1) year, starting on July 1st and ending on June 30th (a “Parish Fiscal Year”), or as otherwise designated by the pastor, and until his or her successor is duly elected and qualified. The officers for each Parish Fiscal Year shall be elected at the Commission’s last meeting in the Parish Fiscal Year preceding the Parish Fiscal Year in which they will hold office. Such election shall be by written consent of the individuals who will be Commission members as of the beginning of the Parish Fiscal Year in which the officers will serve. The vice chairperson shall assume the position of chairperson in the subsequent Parish Fiscal Year, unless he or she is not able to do so. The treasurer selected by the Commission shall serve as Treasurer for a three (3) year term. The officers shall be elected by the Commission in the manner and on the terms that the Commission shall establish.
Section 3. VACANCIES: Whenever any vacancies shall occur in the any of the offices of the Commission for any reason, the same may be filled by other Commission members at any meeting thereof. Any officer so elected and approved by the pastor, shall hold office until the next annual meeting of the Commission and until his or her successor is duly elected and qualified.
Article 5: Meetings of the Commission Members –
Section 1. REGULAR MEETINGS: Regular meetings of the Commission will be held monthly August through May at a date and time to be agreed upon by the Commission.
Section 2. VOTING RIGHTS: Each voting member of the Commission shall have one vote.
Section 3. QUORUM: A simple majority (51%) of the voting members of the Commission shall constitute a quorum. A quorum shall be necessary for the transaction of any business by the Commission.
Expectations of Athletic Commission members include regular attendance at monthly meetings to conduct commission business in a timely and effective manner. Attendance at a rate less than 75% of the annually scheduled meetings could result in the Commission member being asked to forfeit their position. In such an event, the remaining members of the Commission may follow the process for unexpected vacancies identified in Article 3 to back-fill the vacated position for the duration of the remaining term.
Article 6: Powers and Duties of Officers –
Section 1. CHAIRPERSON: Subject to the general control of the Commission members, the chairperson shall manage all the affairs and personnel of the Commission and shall discharge all the usual functions of the office so long as they are not in violation of any archdiocesan or canon law. He or she will preside at all the meetings of the Commission and shall have other powers and duties as these bylaws or the other Commission members may prescribe. He or she will represent the Commission as a member of the Pastoral Council and shall represent or assure liaison is maintained with other commissions and specified committees of the Parish.
VICE CHAIRPERSON: The vice chairperson, in the order designated by the Commission, shall have all the powers of, and perform all duties incumbent upon the chairperson during his or her absence or disability and shall have such other powers and duties as these bylaws or other members of the Commission may prescribe. The vice chairperson shall assume the position of chairperson in the Parish Fiscal Year following the Parish Fiscal Year in which the vice chairperson serves as vice chairperson.
Section 3. SECRETARY: The secretary shall attend all meetings of the Commission, and keep or cause to be kept a true and complete record of the proceedings of such meetings, and he or she shall perform a like duty as required for all standing committees appointed by the Commission. The secretary shall attend to the giving and serving of all the notices of the Commission required by these bylaws, shall be responsible for the books and records of the Commission and in general, perform all of these duties pertaining to the office of secretary and such other duties as these bylaws or the Commission may prescribe.
TREASURER: The treasurer shall perform all the duties customary to that office, including the duty of supervising the keeping of the records of the receipts and disbursements of the Commission. The treasurer shall submit to the Commission, at such times as the Commission may require, full statements showing in detail the financial condition and affairs of the Commission
Article 7: Amendments –
Subject to archdiocesan or canon law and these bylaws, the power to make, alter, amend or repeal all or any part of these bylaws is vested in the Commission members. The affirmative vote of a majority of the Commission members and the concurrence of the pastor is required to amend these bylaws.
CYO Athletic Fees Policy:
- Fees must be paid online. Click here to go to our CYO Registration page.
- Fees must be paid prior to the first contest of a given sport or an athlete will not be permitted to participate.
- Fees not paid for a sport will also prohibit an athlete’s participation in a subsequent sport.
- Fees will not be refunded once an athlete has been notified of a team assignment.
- No child will be denied participation in CYO sports due to financial hardship. Parents need to reach out to the Athletic Commission Chair or Treasurer to indicate this need exists. These are listed under Athletic Commission on our Leadership page.
Coaching Ministry at IHM
Many volunteers will coach IHM Athletics. We value each individual’s commitment to serve the Parish and his/her ability to serve as a Christian role model to our children. We believe in the Catholic Youth Organization’s mission and support it through our coaching ministry.
CYO MISSION: The CYO is committed to providing a ministry of information that helps bring youth to their full human potential. The CYO provides opportunities for young people to develop strong moral character, self-esteem and leadership qualities through activities of a social, educational, recreational and athletic nature. These activities are spiritual, cultural, social, athletic and educational in nature. The CYO organizes athletic competition in 14 different sports for boys and girls, fourth grade through high school.
Coordinator Selection: Notice of Vacancy will be published in the parish bulletin and distributed by email blast. The Athletic Director of the given sport will select a coordinator but before finalizing, shall notify members of the Athletic Commission for review and comment.
Coach Selection: The Athletic Directors (s) will select coaches based on the following criteria:
- Coaching Statement of Interest: If you are interested in Coaching, please email our Sports Athletic Director with your intent, sport and grade level of interest and your experience. Emails can be found on our Leadership page.
- Tenure with IHM Athletics
- Current Background Screen on file (every 5 years) – done in conjunction with Safe and Sacred
- Complete Safe and Sacred, https://safeandsacred-archindy.org/login/index.php
- Coaches under the age of 18 are exempt from Safe and Sacred.
- Read and sign the Coaches Code of Conduct form
Child Safety Contacts and Resources http://www.archindy.org/abuse/index.html
WHAT IS A CONCUSSION?
A concussion, or mild traumatic brain injury, is a disturbance in brain function caused by direct or indirect forces to the head. These forces disrupt normal brain metabolism and function. Signs and symptoms may occur immediately, or can develop hours or days later. A working diagnosis of concussion is any head injury associated with one or more of the symptoms below.
WHAT ARE THE SIGNS AND SYMPTOMS?
Things noticed by others: Dazed appearance, vacant stare, confusion, memory loss, answers questions more slowly, balance problem, personality changes.
Symptoms experienced by athletes: Headaches, dizziness, difficulty focusing, nausea, visual problems, sleep disturbances, irritability, sadness, sensitivity to light.