Mt. Hood - Meadows Race Team, Oregon, USA

Policies

Please read carefully all of MRT's Policies and Procedures and review with your child the "competitor responsibilities" section and "Away travel policy".

Financial Policies

FEES

All coaching, membership fees and volunteer deposits (where applicable) are required to be paid in full prior to receiving on-hill training and coaching services.

Families who are unable to pay in full prior to the commencement of their chosen program are encouraged to complete and submit an application for financial needs based scholarship from MRT, or may petition MRT for a payment plan.

Volunteer Commitment (revised Sept, 2008)

As a non-profit club, Meadows Race Team strives each year to keep the costs of participating as low as possible. One of the ways we do this is through hosting ski-racing events at Mt. Hood Meadows throughout the winter months. It takes a great number of volunteers to put on one of these competitions (over 60 individuals) and that’s where the parents come in. It has been determined that each family with a child in the Introduction to Racing or one of our One Day program should participate and assist in a minimum of three (3) competition days ($300), two of such days should be junior competitions and the other one at our Meadows Challenge, or Mt. Hood Mitey Mite races . Each Family with a child in the Development or Elite program should participate in a minimum of four (4) competition days ($400). You can help out more days if you like! Of course, if both parents help out on the same day, it counts for two days

In tracking this aspect of our program, each family must include a separate $300 (or $400) check along with their registration application and coaching fees, post dated to April 30, 2009. This check would only be cashed at the end of the season, should a family not be able to complete the minimum commitment to volunteer at races as required. At any time throughout the season a family has met the volunteer requirement, the deposit check shall be destroyed. If for whatever reason a family completes only part of the commitment, $75 per race day worked will be refunded.

Note: First year, mini mite families only may be excused one volunteer race day.

There are many ways to help out with hosting a Meadows Race Team competition. Various jobs are open, from handing out racers’ bibs, to side slipping the course, to helping with timing, or being a gate judge, all of which are an integral part of hosting a successful competition. And… that is something Meadows Race Team is very proud of as we have a long and distinguished history in this area. Also, volunteer jobs can vary in the amount of time commitment throughout the day, but generally duties will start at 8 a.m. and are finished by 2 p.m. If you have to be with your child during lunch, a break is usually provided or some other arrangement would be made for you. A volunteer does not necessarily need to be a skier in order to perform some of the tasks. Some of the jobs can be performed in-doors.

On the days you volunteer, a lunch will be provided to you, and at the end of the day, a lift ticket “chit” will be given to you for a complimentary day of skiing. You may use the chit, or give it to whomever you choose. Staff members or other volunteers will provide you with some advance training so, even if you don’t have a clue about the tasks to be performed, we can help make the whole experience enjoyable for you, and your kids (and others).

If you have any questions regarding this policy or would like to learn more about the rewarding experience of being a competition official, please contact our Volunteer Coordinator, Nootsie McNabb at: drtmcnabb@msn.com

REFUNDS

In general, MRT assumes that when an individual registers for one of our programs, that individual will have an exciting and rewarding experience for the entire season. However, in certain situations an individual may not be able to complete the program for which payment has been made. For those situations, the below refund policy has been developed. If for any other reason an individual needs to withdraw from a program with MRT, the individual may make application for refund by writing to the Executive Board of Directors of MRT.

Non-Refundable

a) Membership fees of $75.00

Competitive and Development Team programs

1) Full Basic Fee refund available prior to October 1.

2) After October 1, pro-rated refunds of Basic fee will be given for the following reasons:

a. Injury or other medical reason

b. Job transfer

c. Coach or club recommendations

3) Pro/rated refunds of Basic Fee are based on the following dates:

a. Applied for prior to October 31^st - 80%

b. Applied for prior to November 30^th - 60%

c. Applied for prior to December 31^st - 40%

d. Applied for prior to January 31^st - 20%

e. After February 28^th - no refund

4) Refunds must be applied for in writing.

5) Fees paid for any events that are canceled will be refunded in full.

Mitey Mite and Masters Programs

1) Full Basic Fee refund available prior to the first regular day of the Mitey Mite or Masters program.

2) After the first program day, pro-rated refunds of the Basic Fee will be given for the following reasons:

a. Injury or other medical reason

b. Job transfer

c. Coach or club recommendations

RELATED FEES – RACES AND PROJECTS

1) All entry fees, away travel fees, transportation charges, accommodation charges or any other costs covered in the an MRT trip package that apply to the athlete, must be paid in full to MRT prior to the departure for each event.

2) (For races off Mt. Hood only) Racers participating will be charged $35 per race day. This fee covers coach's expenses such as meals, transportation and accommodations.. (Note: Development Team and Meadow Mite participants pay an extra $75 per event for this service.)

3) “No Show” - Failure to provide adequate notification of a cancellation of attendance may result in the athlete being required to pay in full: entry fees, MRT away travel fees, or other expenses incurred on behalf of the athlete.

4) Athletes are responsible for returning their bibs to the race organizer at the end of the competition or they will be charged a bib replacement fee as determined by the host race organizer.

Scholarship & Grant Procedures

The Meadows Race Team is the racing program of Meadows Amateur Ski Racing Association ("MASRA"). We are an IRC Section 501(c)(3) non-profit charitable organization whose mission includes the promotion and support of both aspiring racers as well as those whose demonstrated skills and results are opening up opportunities to race at the national and international levels. Contributions to MASRA are tax deductible.

MASRA's Scholarship and Grant Fund provides assistance to Meadows Race Team member athletes in the form of (i) credits toward Meadows Race Team coaching fees, (ii) individual season passes at Mt. Hood Meadows Ski Area and (iii) financial assistance toward entry fees and travel expenses. Scholarship awards and grants are made based upon financial need or upon merit (potential or ability) in accordance with the following rules and procedures.

MRT has budgeted $1500 for scholarships and grants for the current year. Member athletes are encouraged to submit applications. Note: no single individual’s scholarship may exceed $300 for any given year.

Forms: Merit Scholarship Application & Financial Need Application

Eligibility and General Procedures

Requests for scholarship awards and grants will only be accepted from members of the Meadows Race Team. A registration and payment of the MASRA membership fee for the current race season must be received prior to any request. The documents needed to apply for a scholarship award or grant vary as described below. No determination of whether an award or grant will be forthcoming will be made until a complete application is submitted to the MASRA Scholarship/Grant Committee. No board member, officer of MASRA or Meadows Race Team coach has the authority to promise that an award or grant will be made and no one should rely upon any suggestion, good faith assurance or promise that an applicant "should receive" an award or a grant until officially notified by the MASRA Scholarship/Grant Committee.

The MASRA Scholarship/Grant Committee will make its determinations of whether or not to make an award or grant in good faith and after carefully considering all materials submitted by the applicant, the criteria as set forth in these procedures and such other factors as they believe to be appropriate under the circumstances. Inevitably, awards or grants will be made by the MASRA Scholarship/Grant Committee which others consider to be unwarranted, while seemingly meritorious applications might be rejected by the MASRA Scholarship/Grant Committee. To protect the confidentiality of applicants and to ensure the willingness of volunteers to serve on the MASRA Scholarship/Grant Committee without being subjected to undue criticism, the MASRA Scholarship/Grant Committee will under no circumstances disclose or discuss with any person not on that committee the reasons why an award or grant was made or rejected. To avoid appearances of favoritism, no immediate family member of any person serving on the MASRA Scholarship/Grant Committee will be eligible to receive an award or grant, except for the Meadows Cup, during the term of such person on the committee. The determinations by the MASRA Scholarship/Grant Committee will be final. Members serve on the MASRA Scholarship/Grant Committee at the discretion of the MASRA Board of Directors.

The MASRA Scholarship/Grant Committee will attempt to make a final determination on all applications within 30 days of receiving all application materials. If there are good reasons why a quicker determination is necessary, the applicant should indicate these reasons in a cover letter accompanying the application and the MASRA Scholarship/Grant Committee will make every effort to reach a determination within the applicant's deadlines.

Merit Awards and Grants

An applicant seeking a scholarship award or grant based upon merit should submit the following:

1)A letter written by the applicant (or, if under the age of 13, by the applicant's parent or guardian) detailing the athlete's achievements, goals and reasons for seeking an award or grant. This letter should also explain the specific nature and amount of the support being sought. If a grant is being sought for financial support for away race travel and entry fees, this explanation may consist of descriptions of the races which are involved and estimated costs.

2)A letter of recommendation from a Meadows Race Team coach.

3)A copy of the applicant's report card for the most recently completed academic period, letter of recommendation from a teacher, counselor or principal of the athlete's school or other evidence that the applicant is maintaining reasonable academic standards.

In determining whether or not to make a merit-based award or grant, the MASRA Scholarship/Grant Committee will also take into consideration the applicant's exhibited sportsmanship, commitment and dedication both to improving their own ski racing and to the betterment of the Meadows Race Team and positive attitude. Past disciplinary problems may be considered by the MASRA Scholarship/Grant Committee in rejecting a merit-based application. The MASRA Scholarship/Grant Committee will generally attempt to spread merit-based awards and grants among as many qualified applicants as possible. However, the mere fact that an applicant has received a merit-based award or grant in the past will not necessarily work against the applicant.

Financial Need

An applicant seeking a scholarship award or grant based upon financial need should submit the following:

a.A letter written by the applicant's parent or guardian detailing the reasons for the athlete's need for financial assistance in order to participate in ski racing programs. This letter should also explain the specific nature and amount of the support being sought. If a grant is being sought for financial support for away race travel and entry fees, this explanation may consist of descriptions of the races which are involved and estimated costs.

b.This letter should also address the ability of applicant and his or her parents or guardians to incur the other expenses involved in applicant's participation in ski racing programs if the award or grant is made and should describe what, if any, other actions the applicant or his or her parents or guardians have taken or intend to take to raise funds from other sources.

c.A copy of the IRS Form 1040, Form 1040EZ or Form 1040X (without schedules) for the most recent year for the applicant's parents or guardians.

In determining whether or not to make an award or grant, the MASRA Scholarship/Grant Committee may also take into consideration the applicant's exhibited sportsmanship, commitment and dedication both to improving their own ski racing and to the betterment of the Meadows Race Team, positive attitude and any past disciplinary problems, however, these factors will generally be given less consideration than they are given in connection with merit-based awards or grants.

Confidentiality

All information submitted to the MASRA Scholarship/Grant Committee will be held in the strictest confidence, will be shared only by members of the MASRA Scholarship/Grant Committee and will be returned to the applicant with written notification of the determination of the MASRA Scholarship/Grant Committee on whether or not to make an award or grant to the applicant.

Disbursements

If an applicant is awarded a scholarship credit to be used against Meadows Race Team coaching fees, the notification of the award will be accompanied by a credit memo which should be submitted to the MASRA Treasurer with payment of all other coaching fees due. The scholarship award is contingent upon the applicant paying the balance of coaching fees due to MASRA no later than the date on which they are due and payable to MASRA or, if later, 30 days after the date of the notification of the award. Failure to pay the balance of coaching fees due will result in revocation, without notice, of the scholarship award.

If an applicant is awarded a scholarship in the form of an individual season pass to Mt. Hood Meadows Ski Area, MASRA will notify Mt. Hood Meadows Ski Resort of such award. Every effort will be made to notify Mt. Hood Meadows Ski Resort within 5 business days of the date of the notification of the award. It is then the responsibility of the applicant to arrange for the issuance of the season pass from Mt. Hood Meadows Ski Resort. All such season passes are non-transferable (except, with the prior permission of the MASRA Scholarship/Grant Committee, to an immediate family member of the applicant) and are subject to all rules as may be imposed by Mt. Hood Meadows Ski Resort including revocation of the season pass for violation of such rules.

If an applicant is awarded a grant for financial support for away-race travel and entry fees or for participation in a specific activity, the grant will be conditioned upon the applicant actually participating in the race or activity described in the application (or, with the recommendation of a Meadows Race Team coach, an equivalent race or activity). The applicant will be reimbursed for actual expenses incurred only after the fact and upon submission to MASRA's Treasurer of receipts for reasonable costs incurred in attending the race or other activity.

Interpretation of these Procedures

These procedures were adopted by the Board of Directors of MASRA and may be amended or clarified by the Board of Directors at any time without notice to any party. No such amendment or clarification will invalidate an award or grant as to which the applicant has already been notified by the MASRA Scholarship/Grant Committee. Subject to the foregoing, all interpretations of these procedures by the MASRA Scholarship/Grant Committee will be final.

Meadows Cup Winners

All full-time Juniors (ages 13-19) and all full-time Mitey-Mites (ages 9-12) will automatically be eligible for the Meadows Cup. The Meadows Cup is awarded each year to the Meadows Race Team's outstanding male Junior, outstanding female Junior, outstanding boy Mitey-Mite and outstanding girl Mitey-Mite. The Junior Meadows Cup winners will be selected based upon their total USSA points (Slalom, Giant Slalom, Super-G and Downhill) as of the end of the year. The Mitey-Mite Meadows Cup winners will be selected based upon world cup point totals for all Mt. Hood Mitey-Mite council races during the year. The names of each Meadows Cup winner will be inscribed on the Meadows Cup perpetual trophy. There is no application necessary for the Meadows Cup. The determination of the Meadows Cup Winners is made by the MASRA competition committee and its determination is final.

Competitor Responsibilities

“CODE OF CONDUCT”

Every participating member of Meadows Race Team agrees to:

· Represent themselves, the sport of alpine skiing, and Meadows Race Team with the highest level of integrity. This reflects the professional attitude that our Program and all enrolled athletes will work to achieve.

· Represent him or herself in a respectful manner at all times. This includes, but is not limited to: all team activities, training on and off the hill, at home and away races, camps and any other related activities.

· Maintain a high level of personal responsibility for himself or herself.

· Be courteous to and respect the decisions of the coaching staff, race officials and all ski area employees and personnel.

· Follow and uphold the rules and code of conduct set forth by Meadows Race Team, the ski area, and USSA

· Understand that participation with Meadows Race Team is a privilege and can be revoked. Each athlete will know and respect all rules, and will understand that violations of rules and policies will result in disciplinary action imposed by the Meadows Race Team’s Program Director. Disciplinary action can include suspension from the team (without any refund of coaching fees).

SPORTSMANSHIP AND GENERAL TRAINING RULES

Each athlete is expected to conduct him or herself in a sportsmanlike manner. Each participant is responsible for his or her own actions while training, racing at home or away, traveling, and while involved in any team activities.

Athletes will:

· Not use alcohol or illegal drugs.

· Abstain from the use of any tobacco products.

· Use no profane or abusive language.

· Conduct themselves with honesty. No stealing or misrepresentation (lying) whatsoever.

· Show self control and have consideration for others. No one will be allowed to injure or bully others.

· Respect other people’s belongings. Tampering with other athletes’ equipment and personal belongings will not be tolerated.

· Have the inherent right to learn. No one will be allowed to interfere or prevent others from learning.

DAILY TRAINING RULES

Every participating athlete of the Meadows Race Team Ski Team will:

Be on time for designated training sessions and team activities.
Notify your coach or call Meadows Race Team if unable to attend practice or any scheduled team activity
Dress in a responsible manner for the day’s weather
Always carry their area’s season pass or daily lift ticket while on the hill.
Maintain personal ski equipment on a regular basis to ensure personal safety and optimum performance
Observe ski area rules.
Inspect all training and racing courses unless otherwise instructed.
Wear goggles while training. Sunglasses are not allowed.

· Assist in keeping training courses clear for other athletes.

· Refrain from using “Walkmans”, except when free skiing or riding the lifts in non-gate drill sessions.

· Slip training courses before and after use, unless otherwise instructed.

· Assist with setup and tear down of training and racing courses unless otherwise instructed.

· Put equipment back in the same order it was found. If something IS broken please notify your coach, so that it may be fixed.

· NEVER, never yell or scream at a public skier who might cut in front of you, or happen to ski a team-training course.

· Be prepared for contingencies and changes of schedule.

· Bring your best attitude and behavior.

SKI AREA RULES AND POLICIES

Without the generous support of the Mt. Hood Meadows Resort Ski Area we would not have a place to ski or train. Please become familiar with and abide by these guidelines:

· Have your season pass or lift ticket with you at all times when skiing and training. No pass, no skiing.

· Have your pass ready to show to the lift attendant. EVERY TIME! It is their job to check passes.

· Show your pass in a courteous manner and REMOVE YOUR POLE STRAPS.

· Say “Thank You” when you get on the lift.

· Be cordial and respectful of all area employees and other skiers. The general skiing public always comes first.

· Meadows Race Team members are highly visible. Bring attention to yourselves by the way you ski, not by acting obnoxious, loud or disrespectful. Be on your best behavior on and off the ski hill, in the lift lines, etc. BE A RESPONSIBLE ATHLETE!!!!

· Cutting lift lines is not allowed. You do not have any special privileges at the SKI area

· Observe all ski area signs.

· No tucking on any slopes, unless designate by the coach. Racing each other in a group is dangerous, and it scares the general public.

· Use a “spotter” when jumping. Do not jump blindly.

· Avoid crowded trails and intersections. SLOW DOWN in crowds, at intersections, and before getting to the lift loading area.

· If stopped on a slope, always go to the side. Don’t stop and stand in the middle of the trail.

· No Foul language

· In case of an emergency or accident, contact a ski patrol, or go to the lift attendant at the bottom or top of any lift.

Do as much positive promotion of Mt. Hood Meadows Resort as you can. YOU ARE A REPRESENTATIVE OF THE Meadows Race Team. Through your positive actions, the ski area and all skiers will be proud to support ski racing.

SKIER’S RESPONSIBILITY CODE

There are elements of risk in skiing that common sense and personal awareness can help reduce:

1) Ski under control and in such a manner you can stop or avoid other skiers or objects.

2) When skiing downhill or overtaking another skier, you must avoid the skier below you.

3) You must not stop where you obstruct a trail or are not visible from above.

4) When entering a trail or starting downhill, yield to other skiers.

5) All skiers shall use devices to help prevent runaway skis.

6) You shall keep off closed trails and posted areas and observe all posted signs.

This is a partial list. Be safety conscious!

BE AWARE! SKI WITH CARE!

Officially endorsed by: National Ski Area Association

DISCIPLINE FOR RULE VIOLATIONS

Consider each of the following a major offenses:

1) Breaking the law while participating with Meadows Race Team or while wearing team uniform

2) Use of illegal drugs

3) Use of alcohol

4) Use of tobacco

Punishment for a Major Offense:

1st Offense: Two-week suspension from all team activities,

2^nd Offense: Indefinite suspension from team and team privileges, and return any loaner equipment.

Any rule infractions endangering yourself or others may result in a 1-year suspension

Consider each of the following a Minor Offense:

1) Misbehavior

2) Breaking Curfew at an away race

3) Lying

4) Violation of ski area rules

5) Violation of daily training rules

Punishment for a Minor Offense:

1st Offense: 1-7 day suspension from all team activities

2nd Offense: 7-14 day suspension

3rd Offense: Considered a major offense - Indefinite suspension

Appeals: All punishments imposed by the rules and policies of the Meadows Race Team are subject to appeal by the athlete. A Meadows Race Team Board of Directors approved Appeals Committee will review, evaluate and recommend action to be taken by the Board based on a case presentation by the athlete through a formal hearing.

Away Team Travel Policy

The following guidelines should be followed by MRT athletes, parents and coaching staff in reference to all competitions, camps or other PNSA / USSA projects. This policy is intended to cover all junior level racers and Buddy Werner team competition.

USSA Competitions off Mt. Hood

1) Athletes must complete and submit “intent to compete” forms for both PNSA and MRT to the MRT mail box prior to the prescribed deadline.

2) Any athlete indicating they will be attending a competition on either “intent to compete” form will automatically be entered by MRT into that event.

3) Any cancellations or modifications to indicated participation in an event must be received in writing no less than 2 weeks prior to the start of the competition.

4) Whenever possible, MRT will travel and stay as a “team”. Exceptions must be indicated on the intent form and MRT must be notified of the details of the exception and alternative arrangements for the athletes’ transportation and accommodation.

5) When MRT provides transportation, athletes will not be allowed to drive personal vehicles for the duration of the trip.

6) All J3 racers participating in any away competition or training camp must have a parent or guardian (which can be another parent) accompany and be responsible for them.

7) Regardless of the above-mentioned provision, athletes must meet coaches at the registration or base area of the competition at 08:00 unless another meeting site and time has been announced.

8) Athletes are required to stay at the competition site, follow coaches’ directions and maintain contact with their coach until such a time as the competition is over and they have notified the coach of their departure in person.

9) At all times during competition events or during training days and while under the supervision of MRT coaches, athletes are expected to adhere to all terms and conditions of MRT’s “Code of Conduct”.

10) MRT coaches will pick up bibs and where applicable, lift tickets for each athlete entered on the team entry unless other arrangements have been made in advance. Athletes are responsible to return their bibs to the race organizer at the end of the competition.

USSA Competitions on Mt. Hood

1) Athletes must complete and submit “intent to compete” forms for both PNSA and MRT to the MRT mail box prior to the prescribed deadline.

2) Athletes are required to enter themselves and pay all inscription fees to the host club (including MRT) prior to the deadlines prescribed for each event.

3) Athletes are responsible to pick up and return their own bibs.

4) Athletes must meet coaches at the registration or base area of the competition at 08:00 unless another meeting site and time has been announced.

5) Athletes are required to stay at the competition site, follow coaches’ directions and maintain contact with their coach until such a time as the competition is over or they have notified the coach of their departure in person.

6) At all times during competition events or during training days and while under the supervision of MRT coaches, athletes are expected to adhere to all terms and conditions of MRT’s “Code of Conduct”.

Buddy Werner Team Selection Process

Meadows Race Team

Buddy Werner Team Selection Process – 2009

(Revised September, 2008)

The Buddy Werner Championships is a race that takes place annually in early March. This year it will be held at Stevens Pass in western Washington . Each member race team in the Pacific Northwest selects by their own methods individuals form their program to compete at this event.

Eligibility: J4 & J5 (ages 9-12)

PNSA's policy does NOT allow participation of J6, 7, or 8's (ages 8 & under)

or 3rd year J4's (aged 13) for this event.

Quota: Seven (7) males and seven (7) females

Selection Criteria: Meadows race team selects their Buddy Werner Team based on the racers’ performance during the season. Each race run is scored individually against other MRT members. The best 50% (rounded up) of the possible GS runs and best 50% of the possible SL runs (rounded up), are used to calculate the results by use of “place points”. First place is given 100 place points, second 80 points, third 60 points, fourth 50 points, fifth 45 points, down to 1 point for thirtieth place (refer to PNSA comp guide appendix for full description). The races that will be used for the Buddy Werner selection are as follows:

· MRT Shoot Out GS Time Trial #1 – January 31, 2009

· Oregon 4-Way Championships SL/GS – February 7-8, 2009

· MRT Shoot Out SL Time Trial #2 – February 14, 2009

· Meadows Challenge SL/GS – February 21-22, 2009

In the event of a tie, the tie must be broken. Ties will be broken by considering the next best unused place points in either of the two disciplines. If after all remaining place point have been considered and a tie still exists, the oldest racer (by date of birth) will be selected.

The Buddy Werner Team will be announced on Saturday February 28, 2009.

Seeding: MRT racers seeding at Buddy Werner Championships will be according to the rank in which each individual was selected in each discipline.

Coaching: MRT sends a staff of four coaches to the event. All staff are appointed by the Program Director.

Fees: Additional fees will be required from Buddy Werner Team members at the best price possible to cover the expenses of this Championship event. These fees consist of a minimum of a $75 “away race fee”, race entry fee, team outfit, lift tickets and banquet ticket. Final fees will be announced at the time of selection and must be paid in full prior to the start of the Buddy Werner Champions