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103856 epuatx Other

Operating Procedures

Thursday, August 29, 2019
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EL PASO HIGH SCHOOL UMPIRES ASSOCIATION

OPERATING PROCEDURES

 

 

These Operating Procedures will be in effect until changed by the current or any subsequent Board.

ABBREVIATIONS AND DEFINITIONS:

El Paso High School Umpires Association – the Association

UIL - University Interscholastic League

Board of Directors – the Board

MEMBERSHIP

Member(s) having been terminated must request permission through the Board to re-apply. If the Board votes to reinstate the member, all current dues must be paid in full. Member will be placed on one (1) year probation.

If the member violates Association procedures, member will be terminated, and no refunds of dues will be returned.

BOARD OF DIRECTORS

The Board of Directors shall be as prescribed in the Constitution and By-Laws

ASSIGNMENT SECRETARY

The Assignment Secretary shall be prescribed in the Constitution and By-Laws

ELECTIONS

Elections for Board Members shall be as prescribed in the Constitution and By-Laws.

Members nominated for office shall have two (2) minutes to state why they qualify for the nominated position and three (3) minutes to answer any key questions asked by the members.

REMOVAL FROM OFFICE

Removal of a Board member(s) shall be as prescribed in the Constitution and By-Laws.

BOARD MEMBER APPOINTMENT

A vacancy on the Board shall be as prescribed in the Constitution and By-Laws.

BOARD APPEARANCE

Member(s) that wish to appear before the Board shall request to the President in writing their reason. The President in turn must present it to the Board. The Board will discuss and return the outcome to the member(s).

Member(s) having to appear before the Board will be notified by the Secretary through e-mail of the time, place and required documents. The member must acknowledge having received e-mail notification within 48 hours.

Record of board appearances shall be confidential and on file for three (3) years.

 

MEMBER’S RESPONSIBLITIES

All members must be in good standing with the Association by paying all required dues and fines by a set deadline as determine by the Board. Dues not paid by the set deadline will be assessed a late fee of $25.

Any official who is two (2) years removed from the Association is not liable for late fees and will be treated as a “new member”;

Local dues for the following year will be based on operating expenses as determined by the Board. State registration fee for the following year will be determined by UIL: and the Board.

Scrimmage credits are only valid for the subsequent season and will not be monetarily refunded. Local dues not utilized will not carry over into the subsequent season without Board approval.

Prior to being assigned to the first scrimmage game of the season, a member must have registered with UIL by a set deadline andis required to give permission for the Association to conduct a background check.

Must pass state baseball exams with at least 70% by the set Association deadline for regular season. (Please see Post Season Requirements)

Scrimmage credits will be applied towards the following year’s local dues provided that they do not exceed the following year’s local dues and paid by the set deadline.

Scrimmage credits are as follows:

$10 per game

Scrimmages will be assigned through Arbiter.

            All members whoreceive any game assignment through EPHSUA must attend the required Association clinic and/or NFHS affiliated. This clinic will address rule changes and other important information for the upcoming season.  A make-up clinic may be provided if member cannot attend the primary rules clinic.

New officials shall be trained by qualified trainer(s) appointed by the Board. The board may accept not NFHS Affiliated clinics on a case by case basis.

GAME ASSIGNMENT(S)

Members are required to maintain their informationand must have a photograph either wearing official Association shirt and cap or business attire on ArbiterSports.com.

Members must be able to officiate all classification levels (6A, 5A, 4A, 3A) of district competition as prescribed by the Board and availability to the Assignor.

Members are required to block out dates and schools that may be a conflict.

Block Deadline - Members have till 11:59 pm Thursday to “block” themselves prior to games being assigned for the following week (Adopted:  02/18/2014).

 

Members must accept or reject game assignments within 48 hours of notification.

 

Officials should arrive at the game site thirty (30) minutes, and no less than fifteen (15) minutes prior to game time. No games shall be switched without the approval of the Assignor or President.

Members must assure a school administrator is on location for all games.

Members must file an Approved** incident report with any ejection to UIL within two (2) business days.

**Approved by the President or Vice President

MEMBER CONDUCT

Members must abide by the Constitution By-Laws and Operating Procedures.

Members that violate the Constitution By-Laws and/or Operating Procedures will be subjected to disciplinary actions.

Members must always conduct themselves in a professional and ethical manner.

FINES

Turn Back Fine – A game cannot be turned back once it has been accepted. A  ten-dollar ($10) fine will be assessed. (Amended 2016)

No Show Fine – Any member not showing for their assigned game will be assessed a fine not to exceed the game fee.

Block Fine - Member(s) who do not block themselves, and a game is assigned will be charged a $10.00 fine (Adopted:  02/18/2014). (Amended 2016) This is also known as the decline fee. 

Miscellaneous Fines – The Board may fine a member an undetermined amount for any other violation to include, but not limited to member conduct, uniform regulations, etc.

All fines must be paid by next scheduled meeting. A member can appeal any fine provided they have supporting documentation. If the Board determines the results to be valid, fine(s) will be refunded.

If fine(s) are not paid by the next scheduled meeting, no further games will be assigned.

 

GRIEVANCE AND APPEAL COMMITTEE (Adopted:  03/16/2015).

Grievance and appeal committee shall be as prescribed in the Constitution and By-Laws. Please see 4.1a

 

GRIEVANCE

 

A grievance may be filed in matters such as; but not limited to the following:

 

-Improper application of rules, regulations and procedures.

-Unfair treatment, including coercion, restraint or retaliation.

-Discrimination because of race, color, age, religion, gender, gender identification,

        sexual orientation, national origin, disability, or veteran status.

      -Application of benefits or working conditions.

 

Grievances may be filed individually, jointly by a group of affected members, or by their personal representatives.

 

FILING A GRIEVANCE AGAINST A MEMBER

 

A member having a grievance shall submit it in writing to the Chairperson within five (5) days following actual or constructive knowledge of the alleged act, omission, occurrence or event-giving rise to the grievance. The Grievant shall have the burden of proof by presenting documentation.

If the grievance is determined to be: (1) justified, (2) not abandoned (in writing) by the Grievant or (3) not resolved by mutual written agreement, the Committee will review the grievance.

 

After receiving the grievance, the Chairperson will set a meeting date. The Chairperson shall request records, documents, papers, interviews and other tangible items deemed relevant. The Committee will review the grievance, gather all evidence and report their findings and decision in writing to the both Grievant and the Board within seven (7) days. The Board will determine if any disciplinary actions pending.

 

The decision by the Committee is final.

 

FILING A GRIEVANCE AGAINST A BOARD MEMBER

 

Filing a grievance shall be as prescribed in the constitution and By-laws.

 

If the grievance is determined to be: (1) justified, (2) not abandoned (in writing) by the Grievant or (3) not resolved by mutual written agreement, the Committee will review the grievance.

 

After receiving the grievance, the Chairperson will set a meeting date. The Chairperson shall request records, documents, papers, interviews and other tangible items deemed relevant. The Committee will review the grievance, gather all evidence and report their findings and disposition of the grievance, and any disciplinary actions pending in writing to the both parties and the Board within seven (7) days.

 

The decision by the Committee is final.

 

 

FILING AN APPEAL

 

Appeals shall be as prescribed in the Constitution and Bylaws.

 

The Committee’s decision is final.

 

BOARD MEMBER APPEAL

 

Any Board member(s) receiving disciplinary action by the Committee may submit a written appeal to the Board.

 

The Board’s decision is final.

 

MEETINGS

All scheduled meetings shall be conducted in a professional manner and shall be governed by the Constitution By-Laws and Operating Procedures. All members must sign in

Board meetings minutes will be e-mailed to all members in good standing, and notes will be kept on file for the current season.

Members having something to say or have input on a topic will be properly recognized and given the opportunity to discuss their view(s).

POST SEASON REQUIREMENTS

Members must attend a required affiliated NFHS rules clinic.

Members must attend at least 70% of all scheduled meetings.

A minimum of 90% must be attained on State exam(s).

           A minimum of 3 scrimmage games and a minimum of 10 regular season games must be officiated. For varsity post season, 9 of those games must be at varsity level. Exceptions can and will be made to ensure EPHSUA can fulfill playoff requirements.

 

           POST SEASON DECORUM

During a playoff series, standard rotation will be followed. Valid for 3- and 4-man crews. (Game 3 of a 4-man split crew is coach’s choice however the same umpire will not work 2 plate games)

 

 

 

QUORUM

As specified in the approved Constitution /By-Laws.

TRAVEL

Travel shall be as prescribed in the constitution and Bylaws.

The Board shall send the President or any appointed member to any meeting/conference deemed necessary. This member shall be given the authority to act on issues presented at such meeting/conference.

Travel expenses within the realm of the meeting/conference shall be allowed for reimbursement.

Receipts shall be presented to the Board for approval of reimbursement. No other expenses will be authorized.

FINANCES

The Board shall be accountable for preauthorizing and documenting authorization of payments and expenditures for the Association exceeding in amount of $300.

Miscellaneous refunds and routine operational expenses for the Association less than $300 may be disbursed by the Treasurer.   

All disbursement records will be reported by the Treasurer to the Board and submitted at each Board meeting.

SPECIAL REQUIREMENTS

Special Requirements that need to be addressed on a case by case basis can be brought before the Board for discussion and action and can be implemented into the Operating Procedures as needed.

UMPIRE UNIFORM

As prescribed in the Constitution and Bylaws

Alternate uniforms are allowed. Umpires must always wear matching shirts . All shirts must be Umpire Uniform shirts of any color.

CONFLICT OF INTEREST

  • Members must report and block school(s) that an immediate family member works at or attends for 2 years after tenure, transfer, or graduation. (Husband, Wife, Father, Mother, Son(s), Daughter(s) Brother(s) and/or Sister(s)
  • Member must report and block school(s) that a family member currently works at or attends. (Aunt(s), Uncle(s), Nephew(s) Niece(s), and first cousin(s) and ex-Spouses)
    • Ex-spouses can be appealed to the board on a case by case basis.
  • During the active season, February 1 – May 25th, member cannot communicate with any school coaches, faculty, staff, or Student athletes and their families in any form when the subject pertains to baseball business. All communication must go through the President and/or the Assignor.  
  • Baseball business includes any past, present or future games, any plays, rules, outcomes, performance of the student athletes, coaches’ decisions, EPHSUA Members, etc.
  • Penalty: Board will evaluate on a case by case basis and issue an appropriate penalty to include suspension, fine, etc.  

 

CLASSIFICATION AND EVALUATION CODE (Adopted:  04/22/2015)

The purpose of this code is to define the appropriate number of umpire classifications needed to match the levels of competition the EPHSUA officiates and match the education, experience and knowledge required for each classification.  This code is established to achieve the following goals:

  • Provide the best quality of baseball umpiring available to the school districts served.
  • Create realistic expectations for the EPHSUA membership in regard to assignments.
  • Provide the EPHSUA Assignor guidelines for the employment of the membership.
  • Support and empower the EPHSUA Training Staff.

(Note: Our evaluation ratings will be: “excellent”, “good”, “satisfactory”, “poor” and “unsatisfactory”.)

CLASSIFICATION AND ASSIGNMENT CRITERION

LEVEL ONE REQUIREMENTS:

(1)  Members with over four years of varsity and junior varsity level experience, a history of proven reliability and no recent history of poor evaluations or deficiencies or……….

(2)  Members with current collegiate or professional baseball level umpiring credentials or……

(3)  Members designated as “Fast Track” candidates by the EPHSUA Training Staff who have previously achieved Level Two or Level Three classification and…….

(4)  UIL test scores of 90 or above.

 

LEVEL ONE ASSIGMENTS: Generally, varsity level and post season varsity games if selected. However, all members are required to accept assignments at all levels as needed by the EPHSUA Assignor to fill obligations to schools served by the association.

 

LEVEL TWO REQUIREMENTS:

(1)  Members with at least three years of EPHSUA experience at junior varsity and developmental baseball level, a history of proven reliability and no recent history of poor evaluations or deficiencies or……….

(2)  Umpires coming from other associations or localities with at least three years of varsity level baseball experience maybe classified as Level Two with at least one letter of validation and endorsement from their past association leadership. Without such validation or endorsement attesting to years of varsity level experience such umpires may attain Level Two classification with valid proof of three years of past baseball officiating association membership and after at least one EPHSUA evaluation of “good” or “excellent” or………….

(3)  Members designated as “Fast Track” candidates by the EPHSUA Training Staff who have previously achieved Level Three or Level Four classification and….

(4)  UIL test scores of 84 or above.

 

LEVEL TWO ASSIGNMENTS: Generally junior varsity and varsity level games. Developmental and Middle School level games if needed by the EPHSUA Assignor to fill obligations to schools served by the association.

LEVEL THREE REQUIREMENTS:

(1)  Members with at least two years of EPHSUA service (regardless of past training) or……….

(2)  Umpires coming from other associations or localities with at least two years of high school or middle school experience may be classified as Level Three with at least one letter of validation or endorsement from their past association leadership. Without such a letter a member may attain Level Three classification with valid proof of two years of baseball officiating association membership after at least one EPHSUA evaluation of “satisfactory “or better or……...

(3)  Umpires with over four years of experience who have had a recent history of “unsatisfactory” or “poor” evaluations, repeated deficiencies, failure to pass UIL tests, proven unreliability or who have had disciplinary actions related to their proficiency or….

(4)  Members designated as “Fast Track” candidates by the EPHSUA Training Staff may be promoted to Level Three and……….

(5)  UIL test score of 80 or better.

 

LEVEL THREE ASSIGNMENTS: Generally, to Junior varsity and developmental level baseball games. However, if association needs dictate, a varsity game may be assigned.

 

 

LEVEL FOUR REQUIREMENTS (entry level candidates) Include:

(1)  Newly recruited members with little or no baseball officiating experience who have completed EPHSUA training and not designated by the Training Staff as “Fast Track” candidates.

(2)  Members with less than two years of high school level experience who have not received the standard EPHSUA training classes for new recruits.

(3)  Umpires coming from other associations or localities with less than two years of high school level baseball umpiring experience and an EPHSUA evaluation of “satisfactory” or better. Once evaluated by the EPHSUA Training Staff with a score of “excellent” on two consecutive evaluations, a Level Four member may be promoted to Level Three.

(4)  Umpires with less than four years of experience who have had recent history of “unsatisfactory” or “poor” evaluations, repeated deficiencies, failure to pass UIL tests, proven unreliability, or who have had disciplinary actions related to their proficiency.

(5)  Achievement of a UIL test score of 70 or better.

 

LEVEL FOUR ASSIGNMENTS: Generally, to developmental or middle school games. Higher level games if needed to fill association needs.

OPERATING PROCEDURES FOR UMPIRE EVALUATIONS

Need / Justification           Evaluation Time Frame / Quantity                 Evaluator Criteria

  • New Trainees              Scrimmage games – 1 minimum                   EPHSUA Trainers

Throughout 1st season – 1 min.                      Level 1 or 2 partners  

 

  • Incoming Transfers     1 Scrimmage game & 1 reg. game or            EPHSUA Trainers & or w/ less 2 yrs. HS            2 reg. within First 21 days of season              Level 1 or 2 partners

Experience

 

  • Incoming Transfers     1 Scrimmage game minimum & 2 reg.          EPHSUA Trainers

w/ 2 or more yrs.         games within first 21 days of season             Trainers & Level 1

HS level experience                                                                           partners

 

  • Transfers with             1 Scrimmage game minimum & 2 reg.          EPHSUA Trainers or

3 yrs. HS & varsity      games within first 21 days of season             Assignor or

Level experience                                                                                Asst. Assignor

 

  • Proficiency Reviews   Within 14 days of receiving derogatory          Assignor or

or                                 report from A.D. or EPHSUA board or          Asst. Assignor

(as needed basis)      Assoc. member                                              Level 1 Board

or                                (at discretion of the board)                              Members

                                                                                                             EPHSUA Trainers

 

EVALUATIOR INCENTIVES:

$10 for each completed evaluation form when evaluation is completed by a non- game partner.

$5 for each completed evaluation form when evaluation is completed by an umpire game partner.

Standard mileage reimbursement when evaluations are not done by game partners.

 

 

 

EVALUATION PROCEDURES:

 

The initial classification of all members will be achieved jointly by the board, training staff and Assignor using the EPHSUA Classification and Assignment Code as a guideline. All members will be advised of their classification and assignment guidelines for their classification.

 

The training staff acts the EPHSUA Evaluation Committee. The Evaluation Committee classifies new association members and advises the EPHSUA Assignor of their classifications and any reclassifications resulting from evaluations or “Fast Track” designations.

 

All member evaluation needs are determined by the EPHSUA Training Staff and evaluation assignments are requested of the Assignor / Asst. Assignor as needed.

 

All evaluations will be written, signed by the evaluated member and Evaluator. Evaluations will be turned in to a member of the Evaluation Committee within 7 days of the evaluation game date.

 

The Assignor / Asst. Assignor will notify members of evaluator assignments in the same manner as game assignments. In cases when evaluators are game partners of those to be evaluated, the assignor will appoint the evaluator to umpires the bases / member being evaluated is UIC. However, the Evaluation Committee may specifically request that the evaluation be made while working the bases.

 

Game partner evaluators will be within a classification level higher than the member to be evaluated whenever possible. Whenever possible, members will not be evaluated more than once a season by the same evaluator.

 

 

Evaluation(s) are not subject to grievance procedures within the association Operating Procedures. Only members whose classification level is lowered as a result of poor evaluations may file a grievance. Fines may not be imposed as a result of an evaluation. However, evaluators may notify the board of observed improper behavior or improper wearing of the uniform (as any member is privileged and responsible to do).           

Member classifications will be reviewed by the Evaluation Committee before each baseball season and reclassifications of members will be made in accordance with the EPHSUA Classification and Assignment Code. “Fast Track” candidates may be recognized by the Evaluation Committee both before and during each baseball season. Lowering of a member’s classification for disciplinary actions may be made by the Evaluation Committee at any time.

 
 
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