MYHA Volunteer System - FAQ

MYHA Volunteer FAQ's

Q:       Can a non-parent volunteer?

A:       No.  Only player parents or legal guardians may volunteer.  This means no siblings, relatives, neighbors, babysitters, etc.

Q:       Can children accompany adult volunteers at their shifts, such as Pagel Concessions?

A:       No.  For safety and liability reasons, no children can be behind the Concessions counter at any time.  Repeat: No children behind the Concessions counter at any time.

Q:       Do other associations charge more for their no-show fees?

A:       Yes, some charge up to $100/hour plus a flat $100 assessment for each shift.  E.g., a no-show on a 5-hour shift would be billed $600.

Q:       Can I complete more than my minimum number of required volunteer hours?

A:       Yes.  Many families do this and it is a very welcome contribution to MYHA’s program and its success.

Q:       If two shifts take place at the same time, can only one family member show up and get credit for both shifts?

A:       No.  There must be one family member for each shift and one person cannot get credit for more than one shift at a time.

Q:       Do board members need to complete additional volunteer hours?

A:       No.  For the first time, during the 2008-09 season, MYHA board members will receive full volunteer credit for their board work.  Board members typically work 200 or more hours annually on board-related duties.  In addition, many board members also volunteer as coaches, managers, tryout coordinators, clinic operators, and more.  Finally, board members often volunteer in emergency situations or at year-end events that are understaffed.

Q:       Do head coaches need to complete additional volunteer hours?

A:       No, other than their coaching duties.  They will receive full credit for 10 or 20 hours of volunteer time, depending on the number of players in their families.  This is limited to one head coach per team.  Coaches must be rostered with MYHA and have a current USA Hockey card.  Of course, they are always welcome to work scheduled volunteer hours if they choose.

Q:       Do assistant coaches need to complete additional volunteer hours?

A:       No, other than their coaching duties.  For the first time, during the 2008-09 season, assistant coaches will receive full volunteer credit for their coaching duties.  Assistant coaches must be rostered with MYHA and have a current USA Hockey card.  Of course, they are always welcome to work scheduled volunteer hours if they choose.

Q:       Do managers need to complete additional volunteer hours?

A:       Yes, but for the first time, during the 2008-09 season, managers will receive 5 hours of tournament volunteer credit.  This is limited to one manager per team.  Individual teams can determine if or how they would like to cover their manager’s remaining volunteer hours.

Q:       Do other team duties qualify for volunteer hours?

A:       No.  Duties such as timeclock, penalty box, scorebook, statistics, etc. performed for your team do not qualify for volunteer credit.  It is expected that each family help out their team in some capacity in addition to the volunteer system hours.

Q:       Can I ever be assigned a volunteer shift and not choose my own?

A:       In rare instances, yes.  If we don’t have enough people voluntarily sign up for tournaments and jamborees, for instance, we’ll begin randomly signing up people for the open shifts as we get closer to the events.  The important things to remember are: (1) everyone will get fair warning and (2) we’ll start assigning shifts to those families who have completed the fewest hours.

Q:       If I buy out from my volunteer obligation, do I need to pay the volunteer deposit?

A:       No, provided you pay the buyout before the volunteer deposit is due (at roster signing for Squirts and above).  If you buy out after that time, your volunteer deposit check will be destroyed.

Q:       If I am a sponsor, do I need to pay the volunteer deposit?

A:       No, provided you pay the sponsorship fee before the volunteer deposit is due (at roster signing for Squirts and above).  If you pay a sponsorship fee after that time, your volunteer deposit check will be destroyed.

Q:       If I am a head coach, do I need to pay the volunteer deposit?

A:       Yes.  Because of the vagaries of the coaching world, we need to collect checks from head coaches, too.  As long as you fulfill your coaching duties, your volunteer deposit check will be destroyed at the end of the season like everyone else’s.

Q:       If I am an assistant coach, do I need to pay the volunteer deposit?

A:       Yes.  Because of the vagaries of the coaching world, we need to collect checks from assistant coaches, too.  As long as you fulfill your coaching duties, your volunteer deposit check will be destroyed at the end of the season like everyone else’s.

Q:       If I am a MYHA board member, do I need to pay the volunteer deposit?

A:       Yes.  We need to collect checks from board members, too.  As long as you fulfill your board member duties, your volunteer deposit check will be destroyed at the end of the season like everyone else’s.

Q:       If I am a team manager, do I need to pay the volunteer deposit?

A:       Yes.  As long as you fulfill your minimum volunteer requirements, your volunteer deposit check will be destroyed at the end of the season like everyone else’s.

Q:       If I am a head coach and/or assistant coach for two or more teams, can I credit my hours from one team to someone else?

A:       No transfers allowed.

Q:       Why is there a volunteer deposit?

A:       To encourage families to complete their volunteer shifts and to show up at all shifts as well as to protect those families who steadfastly complete their hours.

Q:       What is the volunteer deposit process?

A:       Families who are not sponsors or buying out (and paid the sponsorship fee or buyout fee) must write out a check to MYHA for $250 for one player or $500 for two players.  If all volunteer hours are completed, this check will be destroyed at season’s end.  This check will only be cashed if all volunteer hours are not completed and/or there are no-show hours.  If partial hours are completed or if there are no-show hours, the check will be cashed and a new check for the volunteer deposit balance will be cut to the family.  For travel teams, checks will be collected prior to roster signing.  No one will be allowed on the ice without a volunteer deposit check.  For Mite teams, checks will be collected by the team managers at team formation.  Coaches, managers, and board members must pay the volunteer deposits, too.  Since the vast majority of families complete all their volunteer hours, we do not anticipate the need to cash many checks.

Q:       Why does the buyout fee increase after December 1 (from $300/$600 to $500/$1,000)?

A:       To better manage our available inventory of volunteer hours, to provide families with an incentive to buy out early, and to avoid the potential issue of families buying out near the very end of the season, resulting in unpleasant volunteer shortages and no-shows at the Mite Jamborees.  Since these Jamborees are critical to MYHA’s success, we need to take the necessary steps to ensure that they are appropriately and sufficiently staffed.  MYHA is also responsible for providing volunteers for District, Regional, or State tournament events and we want to ensure that we have sufficient volunteers for those events.

Q:       What if I can’t complete a scheduled volunteer shift?

A:       You’re responsible for either completing your volunteer shift or ensuring that someone else does.  If it’s far enough in advance of your shift, you can request a cancellation shift on-line.  If this is not possible, you will need to find someone else to complete your shift.  You can try families on your team, other hockey families who you know, or place your shift on the Volunteer Swap page of the MYHA website (http://www.tonkahockey.org/cgi-bin/SWP/SWP_swap.cgi?config=Concessions).  If you still can’t find someone and no one completes your scheduled shift, you’ll be assessed a no-show fee of $50/hour.

Q:       What happens if I no-show?

A:       The no-show will be noted on the sign-in sheet by those volunteers present or by administrative personnel.  $50 per no-show hour will be subtracted from your volunteer deposit.  You’ll still be responsible for completing the hours that  you did not show up for.  The current status of your volunteer deposit will also available on your on-line Volunteer Record.  No-shows put a strain on those who do show up and no one likes to be in that position, so please do your utmost to ensure your shifts are covered.

Q:       Why do we now have a requirement for a minimum number of tournament hours?

A:       Due to tournament (and Mite Season-End Events) hours being more challenging to fill than regular Pagel concession hours, we decided that everyone should contribute a modest number of volunteer hours to tournaments and Mite Season-End Events.  The requirements are a minimum of 3 hours for one player and a minimum of 5 hours for two or more players.  Tournaments are a revenue source for MYHA, so it’s important to have them adequately staffed, both for financial and public relations reasons.  Mite Season-End Events are also critical in that this is the first tournament-like experience for our youngest skaters, so it’s important that they and their families have a positive experience.  There are at least 20 tournament/Mite Season-End Event calendar days to choose from over the course of the season and nearly 1,000 shifts, so scheduling should not be an issue.  In addition, tournaments and Mite Season-End Events are fun and it affords members an opportunity to get involved, enjoy the atmosphere, and meet other members.  MYHA is also responsible for providing volunteers for District, Regional, or State tournament events and we want to ensure that we have sufficient volunteers for those events.

Q:       What kind of training can I receive?

A:       We’ll have timeclock, scorebox, director of the day (if sufficient demand), and concessions (Minnetonka A/B only) training sessions throughout the year.  E-mail notices will be sent on this.

Q:       What are Miscellaneous opportunities?

A:       These are volunteer opportunities that do not occur at regularly scheduled dates and times.  Examples include timeclock, scorebox, director of the day, and concessions training.  This is also the place where coaches, managers, buyouts, and sponsors select their Miscellaneous opportunities to ensure that they get their volunteer credit.  There will also likely be some other Miscellaneous opportunities as the season progresses.  Your miscellaneous volunteer shift must be approved by the Volunteer Director.  Having someone say “I’m sure you’ll get credit for your work” is not sufficient.

Q:       Where can I find volunteer job descriptions?

A:       On the MYHA website, in the Volunteer section, under “Volunteer Job Descriptions”.

Q:       Even though head coaches get full volunteer credit, do they still need to register on the volunteer system?

A:       Yes.  We want to ensure that all credited hours are accounted for.  Head coaches should register and submit a Miscellaneous Volunteer Opportunity of “Head Coach10” (if you have one player) or “Head Coach20” (if you have two or more players). Plus, some head coaches may also want to complete additional volunteer hours and this is certainly allowed.

Q:       Even though assistant coaches get full volunteer credit, do they still need to register on the volunteer system?

A:       Yes.  We want to ensure that all credited hours are accounted for.  Assistant coaches should register and submit a Miscellaneous Volunteer Opportunity of “Assist Coach10” (if you have one player) or “Assist Coach20” (if you have two or more players). Plus, some assistant coaches may also want to complete additional volunteer hours and this is certainly allowed.

Q:       Do those families buying out from volunteer obligations still need to register?

A:       Yes.  We want to ensure that all credited hours are accounted for.  We also don’t want to inadvertently contact buyout families about missing volunteer hours, so it’s important that we have accurate information in our system.  Those with volunteer buyouts should register and submit a Miscellaneous Volunteer Opportunity of “Buyout300”, “Buyout500”, “Buyout600”, or “Buyout1000”, corresponding to their buyout dollar amount.  This will take less than 3 minutes to accomplish.

Q:       Do those families sponsoring a team still need to register?

A:       Yes.  We want to ensure that all credited hours are accounted for.  We also don’t want to inadvertently contact our sponsors about missing volunteer hours, so it’s important that we have accurate information in our system.  Sponsors should register and submit a Miscellaneous Volunteer Opportunity of “Sponsor10” (at the 10-hour level) or “Sponsor20” (at the 20-hour level).  This will take less than 3 minutes to accomplish.

Q:       Do volunteer shifts sometimes get canceled?

A:       Yes.  Sometimes shifts get canceled or changed at the last minute.  Examples of this include changes to High School hockey games, changes to football games, changes to soccer games, football playoff games, and soccer playoff games.  High school hockey, football, and soccer all share the same concessions area at Pagel with MYHA and their usage takes precedence over MYHA’s.  One result of these successful programs is that they sometimes play home playoff games and use the shared concessions area during these games.  We thank you for your patience and understanding when such occurrences take place.  We send e-mail notices to those impacted by canceled shifts as soon as any schedule changes are announced.