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ALERT
2024 ATHLETE REGISTRATION IS NOW CLOSED. VOLUNTEER APPLICATIONS ARE STILL BEING ACCEPTED FOR ASSISTANT COACHES AND PARENT HELPERS.

Policies

COMPLETION, DEADLINE, & LATE REGISTRATION POLICY
The registration deadlines for each division that we offer are listed below. The following items must be completed before the deadline:
  1. Online Registration Form (must be submitted; a confirmation email will be sent to the email address on file upon submission).
  2. Registration Fee (must be paid online through the Online Registration Form; exceptions can be made to this if advance contact is made with the Portage Youth Softball Registrar and/or Treasurer and an alternative plan is approved).
Partial registrations may be removed from our system after the deadline expires. Those wishing to submit a registration after the registration deadline for their appropriate division must make contact with the Portage Youth Softball Registrar. The Registrar will make a decision. All late registration requests will be considered on a case by case basis. A $25 late fee will be applied to late registrations to make up for additional fees as well as extra time and effort that are needed because of a late registration.
Please Note: The deadlines listed below for the 2024 season may be changed at any time without the requirement of the Board of Directors meeting to approve the amended deadlines.

Note on Late Registration Fee: Per our Organization By-Laws, athletes new to PYS (have never played on a PYS team before) are exempt from the late registration fee. However, those players must contact PYS prior to registering and paying to have the late registration fee waived.
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2024 REGULAR REGISTRATION DEADLINES
8U DIVISION: 3/24/2024 at 11:59 PM
10U DIVISION: 3/24/2024 at 11:59 PM
12U DIVISION: 3/24/2024 at 11:59 PM
14U DIVISION: 3/24/2024 at 11:59 PM
16/18U DIVISION: 3/24/2024 at 11:59 PM
2024 LATE REGISTRATION DEADLINES
8U DIVISION: 4/7/2024 at 11:59 PM
10U DIVISION: 4/7/2024 at 11:59 PM
12U DIVISION: 4/7/2024 at 11:59 PM
14U DIVISION: 4/7/2024 at 11:59 PM
16/18U DIVISION: 4/7/2024 at 11:59 PM
Please Note: During the late registration period, Portage Youth Softball reserves the right to stop accepting registrations at any point prior to the late registration deadline without announcement or warning. We recommend that you register before the regular registration deadline.
Approved by the Board of Directors on 10/11/2017
"Rookie Division" changed to "8U Division" on 1/8/2024
BIRTH CERTIFICATE POLICY
Birth certificates are not required to be submitted as part of the registration process. Portage Youth Softball will not accept or retain any physical or digital copies of birth certificates. Players must only present an official, legal, government issued birth certificate upon request of the Registrar to verify age if an issue of the player’s age is brought to the Board of Directors. All players attending a tournament on a Portage Youth Softball sanctioned team must bring an official, legal, government issued birth certificate (or acceptable replacement including U.S. Passport or Driver’s License). It is not the responsibility of the coaching staff to ensure that birth certificates are present at the tournament. Tournament directors have the right to prohibit players from playing in tournaments for failing to provide an acceptable birth certificate.
Approved by the Board of Directors on 10/11/2017
REFUND POLICY
In the event a player wishes to withdraw their registration from Portage Youth Softball, the following policy is in effect.
  • Player withdraws prior to the regular registration deadline for the league they signed up for:
    • 90% Refund
  • Player withdraws prior to the late registration deadline (if applicable) for the league they signed up for:
    • 70% Refund
  • Player withdraws after the latest posted registration deadline for the league they signed up for, but prior to team assignments:
    • 50% Refund
  • Player withdraws after team assignments:
    • No Refund

Note on Late Registration Fee: Only the registration fee is eligible for any type of refund. Late registration fees are not refundable.

Note on Credit Card Processing Fees: When registration fees are paid online, credit card processing fees are deducted from the registration payment and the cost is absorbed by PYS. In the event of a refund, no part of the credit card processing fee will be refunded.

Note on Team Assignment: For the purpose of this refund policy, Team Assignment shall be after registration closes for a league and occurs when final rosters are posted on the PYS website and emailed to head coaches of the league.

Note on Unforeseen Circumstances: Refunds for athlete withdrawal due to unforeseen circumstances (injury, moving, etc.) will be considered by the Portage Youth Softball Board of Directors on an individual basis.

Note on Refund Timing: All refunds will occur by June 1 in the form of reimbursements to the payment method used for registration or as a check mailed to the address on the registration form unless Portage Youth Softball is notified of a different preferred address. Portage Youth Softball is not responsible for lost checks and may charge a cancellation fee to void a check and reissue. Refunds not requiring the review of the Board of Directors can take approximately 1-2 weeks to process. Those requesting refunds should check their email for communication from Portage Youth Softball to expedite the refund process.

Note on Refund Request Process: All refunds must be requested using the online form available at www.portageyouthsoftball.org/refund-request. In-person, email, or phone communication is available for questions and to clarify the refund process, but a request must still be submitted using the online form.
Approved by the Board of Directors on 1/31/2021
TEAM ASSIGNMENT POLICY
Athletes registered for recreational leagues will be distributed evenly among teams. Our Recreational Teams are not divided based on skill level (i.e. A Team, B Team, etc.). It is our goal to make each team as equal to the other teams in the division. Grade, previous years of experience, and positions played are used to divide teams.
 
Requests to be placed on the same team as certain players for carpool reasons can be requested while registering. Portage Youth Softball makes no guarantee that these requests will be granted as coaches are responsible for selecting which players will be on their team. However, coaches will be notified of all special requests so that they can be considered.
 
Unlike the recreational teams, our Tournament Teams are based upon the skill level of the athletes. Any athletes interested in playing on a Tournament Team must attend a required evaluation session. PYS Tournament Teams are not recreational teams. They are competitive tournament teams and will be coached and run as such. Equal playing time is not guaranteed for players on PYS Tournament Teams.
Approved by the Board of Directors on 1/6/2020
DIVISION ADVANCEMENT POLICY
Under no circumstance shall a player be permitted to move to a younger division than the one for which they are eligible to play for (e.g. 12U Division → 10U Division). Under no circumstance shall a player be permitted to move to an older division two levels higher than the one for which they are eligible to play for (e.g. 8U Division → 10U Division → 12U Division).

Parents may request that their player move to an older division one level higher than the one for which they are eligible to play for so long as the player has played at least one season with PYS for the division in which they are eligible to play (e.g. 10U Division → 12U Division with one previous year of 10U Division play within PYS).

In the event of such a request, the Registrar may require a tryout evaluation session to be evaluated by an impartial group of organization leaders (Board Members, Youth Coaches, High School Coaches, etc.). The Registrar shall then bring the request to the full Board of Directors either via a regular meeting, special meeting, or email discussion and vote. A majority of the Board Members that vote must be in favor of the advancement for the advancement request to be granted.

An official request and satisfactory tryout evaluation are not a guarantee that the advancement request will be granted. The Registrar and the Board of Directors shall base their decision on the skill level of the player, registration numbers for the affected divisions, and what is best for the organization. The Board of Directors’ decision is final.
Approved by the Board of Directors on 1/27/2019
​"Rookie Division" changed to "8U Division" on 1/8/2024

Agreements

WIAA CONCUSSION FORM (PARENT/ATHLETE AGREEMENT)
As a Parent and as an Athlete it is important to recognize the signs, symptoms, and behaviors of concussions. By signing this form you are stating that you understand the importance of recognizing and responding to the signs, symptoms, and behaviors of a concussion or head injury. This form must be on file for every sports season and every youth athletic organization the athlete is involved with and must be renewed each school year (clubs every 365 days).
Parent Agreement​
I [Parent Name] have read the Parent Concussion and Head Injury Information and understand what a concussion is and how it may be caused. I also understand the common signs, symptoms, and behaviors. I agree that my child must be removed from practice/play if a concussion is suspected.

I understand that it is my responsibility to seek medical treatment if a suspected concussion is reported to me.

I understand that my child cannot return to practice/play until providing written clearance from an appropriate health care provider to his/her coach.

I understand the possible consequences of my child returning to practice/play too soon.
Athlete Agreement
I [Athlete Name] have read the Athlete Concussion and Head Injury Information and understand what a concussion is and how it may be caused.

I understand the importance of reporting a suspected concussion to my coaches and my parents/guardian.

I understand that I must be removed from practice/play if a concussion is suspected. I understand that I must provide written clearance from an appropriate health care provider to my coach before returning to practice/play.

I understand the possible consequence of returning to practice/play too soon and that my brain needs time to heal.
WIAA CONCUSSION FORM (COACHES AGREEMENT)
​As a Coach it is important to recognize the signs, symptoms, and behaviors of concussions. By signing this form you are stating that you understand the importance of recognizing and responding to concussions and head injuries per the guidelines set forth by the Department of Public Instruction and Statute 118.293.
Coaches Agreement:
I [Participant Name] have read the Coaches Concussion and Head Injury Information and understand what a concussion is and how it may be caused. I also understand what the signs, symptoms, and behaviors are and agree to remove the athlete from practice/play if exhibited and/or a concussion is suspected.
 
I understand that it is my responsibility to inform the parents/guardian if I suspect a concussion or if a suspected concussion is reported to me and that the athlete cannot return to practice or play before providing me with written clearance from an appropriate health care provider.
 
I understand the possible consequences of the athlete returning to practice/play too soon.
PARENT CODE OF CONDUCT
  1. I (and my guests) will be a positive role model for my child and encourage sportsmanship by showing respect and courtesy, and by demonstrating positive support for all players, coaches, umpires, and spectators at every game and practice.
  2. I (and my guests) will respect, and will not engage in any kind of unsportsmanlike conduct, such as booing, taunting, or using profane language or gestures with any umpire, coach, player, or spectator.
  3. I (and my guests) recognize that the coach is in charge of all softball activities, practices and games, alike.
  4. I (and my guests) will not enter the field of play or the dugout or in any way participate in practices and games without express permission of the coach.
  5. I will never question, discuss, or confront coaches during or immediately following the game, and will take time to speak with them at an agreed upon time and place. At a minimum, I will allow a 24 hour time period after the conclusion of a game to seek a discussion with a coach.
  6. I will not ridicule or yell at my child or other participants for making a mistake or losing a competition.
  7. I will promote the emotional and physical well-being of the athletes ahead of any personal desire I may have for my child to win.
  8. I will not encourage any behaviors or practices (e.g. rough play, dirty play, etc.) that would endanger the health and well-being of the athletes.
  9. I will encourage the children to treat other players, coaches, umpires, and spectators with respect regardless of race, creed, color, sex, or ability.
  10. I will praise my child for competing fairly and giving their best effort.
  11. I will teach my child that doing one’s best is more important than winning, so that my child will never feel defeated by the outcome of a game or his/her performance.
  12. I will teach my child to play by the rules and to resolve conflicts without resorting to hostility or violence.
  13. I will learn the rules of the game and the policy of the league.
  14. I will encourage and support a sports environment for my child that is free from drugs, tobacco, and alcohol, and will refrain from their use at all sporting events.
  15. I will do my part to have my player attend all practices, scrimmages, and games at the designated time.
  16. I will not force my child to play on the team if she does not want to.
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I understand that if I fail to abide by the aforementioned rules and guidelines, I will be subject to disciplinary action that may include, but is not limited to the following:
  • Verbal warning by a Portage Youth Softball coach or board member.
  • Parental game suspension & Board Review
  • Parental season suspension & Board Review

Following a suspension, if a parent attempts to attend a game being played at a Portage facility, he/she will be required to leave the premises. The child of the parent involved will not be allowed to participate until the parent has left the premises. All verbal warnings are to be reported by the coaches or board member to the Portage Youth Softball Board of Directors. Appropriate actions will be discussed, and all incidents will be documented and kept on file.
Approved by the Board of Directors on 10/11/2017
PLAYER CODE OF CONDUCT
  1. I understand that travel softball is a highly competitive sport and there are no guarantees as to the amount of playing time or positions that I will play during games. I will agree to listen and follow the instructions of the coaching staff at all times.
  2. I agree to attend all practices, games, and notify a coach in advance if I am unable to attend. Excessive unexcused absences may result in limited playing time (Coach's discretion) and/or removal from the team (under the discretion of the Board of Directors).
  3. I will respect the officials and coaches, their authority during the games, and will never question, discuss, or confront them after the game. I will take time to speak with the coaches at an agreed upon time and/or place.
  4. I agree to practice good sportsmanship at all times by showing respect for all players, coaches, spectators and umpires. I will congratulate opponents in a courteous manner following a victory or defeat.
  5. I will be as good of a teammate as I can be. I will try and pick up my teammates when they are feeling down, never yelling at or bullying a teammate if she makes a mistake.
  6. Being part of a team is a privilege, not a right. That privilege can be taken away if a player's attitude or behavior is detrimental to the team.

Coaches and/or the Board of Directors will discuss problems with players and parents and expect a quick correction or the player will be released from the team (under the discretion of the Board of Directors). Everyone has a responsibility to represent Portage Youth Softball in a positive manner.
Approved by the Board of Directors on 10/11/2017
LIABILITY WAIVER - RELEASE, INDEMNIFICATION, AND HOLD HARMLESS AGREEMENT
In consideration of participating in Portage Youth Softball, and for other good and valuable consideration, I hereby agree to release and discharge from liability arising from negligence the Portage Community School District, the City of Portage (WI), the Portage Youth Softball organization, and their owners, directors, officers, employees, agents, volunteers, participants, and all other persons or entities acting for them (hereinafter collectively referred to as “Releasees”), on behalf of myself and my children, parents, heirs, assigns, personal representative and estate (hereinafter collectively referred to as “Participants”), and also agree as follows:
  1. I acknowledge that youth softball involves known and unanticipated risks which could result in physical or emotional injury, paralysis or permanent disability, death, and property damage. Risks include but are not limited to broken bones and concussions, medical conditions resulting from physical activity, and damaged clothing or other property. I understand such risks simply cannot be eliminated, despite the use of safety equipment, without jeopardizing the essential qualities of the activity.
  2. The risk to have contact with individuals, who have been exposed to and/or have been diagnosed with one or more communicable diseases, other medical conditions, diseases, or maladies does exist, and it is impossible to eliminate the risk that I could be exposed to and/or become infected through contact with or close proximity with an individual with a communicable disease. I understand that this risk still exists even with additional safety regulations, social distancing practices, personal protective equipment, frequent hand washing, disinfection of equipment and facilities, and other attempts to limit the spread of communicable diseases.
  3. I agree to follow any additional safety & health regulations enacted by the Releasees including those enacted after the signing of this waiver.
  4. I expressly accept and assume all the risks inherent in this activity or that might have been caused by the negligence of the Releasees. My participation in this activity is purely voluntary and I elect to participate despite the risks. In addition, if at any time I believe that event conditions are unsafe or that I am unable to participate due to physical or medical conditions, then I will immediately discontinue participation.
  5. I hereby voluntarily release, forever discharge, and agree to indemnify and hold harmless Releasees from any and all claims, demands, or causes of action which are in any way connected with my participation in this activity, or my use of their equipment or facilities, arising from negligence. This release does not apply to claims arising from intentional conduct. Should Releasees or anyone acting on their behalf be required to incur attorney’s fees and costs to enforce this agreement, I agree to indemnify and hold them harmless for all such fees and costs.
  6. I represent that I have adequate insurance to cover any injury, illness, and/or damage I may suffer or cause while participating in this activity, or else I agree to bear the costs of such injury or damage myself. I further represent that I have no medical or physical conditions which could interfere with my safety in this activity, or else I am willing to assume – and bear the costs of – all the risks that may be created, directly or indirectly, by any such condition.
  7. In the event that I file a lawsuit, I agree to do so solely in the state where the Releasees’ facility is located and I further agree that the substantive law of that state shall apply.
  8. I hereby grant permission to the Releasees to capture, use, and publish photographs, videos, audio recordings, basic contact information, and the like of the Participants for the purpose of promoting the Portage Youth Softball organization and its events, teams, and mission.
  9. I hereby authorize the Releasees to consult with or drive Participants to the physician, dentist, or hospital, if in the opinion of the Releasees, a need for emergency care exists. First aid, CPR, AED, and other lifesaving measures may be used and an ambulance may be called if necessary.
  10. I hereby authorize the treatment, by a licensed medical professional, of the Participants in the event of a medical emergency, which, in the opinion of said professional, may endanger a Participants’ life, cause physical impairment, disfigurement, or undue discomfort if delayed.
  11. I agree that if any portion of this agreement is found to be void or unenforceable, the remaining portions shall remain in full force and effect.
By signing this document, I agree that if I am hurt or my property is damaged during my participation in this activity, then I may be found by a court of law to have waived my right to maintain a lawsuit against the parties being released on the basis of any claim for negligence.
PARTICIPANT (ATHLETE, COACH, VOLUNTEER, ETC.) AGREEMENT
I have had sufficient time to read this entire document, and should I choose to do so, consult with legal counsel prior to signing. Also, I understand that this activity might not be made available to me or that the cost to engage in this activity would be significantly greater if I were to choose not to sign this release and agree that the opportunity to participate at the stated cost in return for the execution of this release is a reasonable bargain.
I have read and understand this document and I agree to be bound by its terms.
PARENT OR GUARDIAN ADDITIONAL AGREEMENT (MUST BE COMPLETED FOR PARTICIPANTS UNDER THE AGE OF 18)
In consideration of [Participant Name] being permitted to participate in this activity, I further agree to indemnify and hold harmless Releasees from any claims alleging negligence which are brought by or on behalf of the minor or are in any way connected with such participation by the minor.
I have read and understand this document and I agree to be bound by its terms.
Approved by the Board of Directors on 1/31/2021
​If you have any questions or concerns regarding these policies and agreements, please contact us via our Registration Help page.
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