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2014 ELIGIBILITY MANUAL
Football • Cheer • Little Scholars
www.sdyfc.org
The purpose of the Eligibility manual is to provide an overview of eligibility
requirements and process for the following areas:
1. FOOTBALL ELIGIBILITY – Page 4
2. CHEER ELIGIBILITY – Page 16
3. LITTLE SCHOLARS – Page 32
Each section will include the following as applicable:
1. Documents Required
2. Certification Requirements
a. What to bring
b. How documents should be presented
3. Process to follow to complete eligibility requirements
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CONFERENCE CONTACTS
Please contact the respective conference board member in charge of the area of
coverage in question.
FOOTBALL ELIGIBILITY
Irene Martin - AFC North & West; [email protected]
Daina Ponce- NFC East; [email protected]
Priscilla Gressett - NFC South; [email protected]
CHEER ELIGIBILITY
Deborah Sprewell; [email protected]
LITTLE SCHOLARS
Char Smith; [email protected]
Mignon Watkins; [email protected]
 Grassy Cleats Technical Support Contact: Rodger Milliken;
[email protected]
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Football
Eligibility
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IMPORTANT DATES TO REMEMBER
 July 28, 2014; First Day of official practice
 August 9, 2014; Rostering Begins! First day to certify rosters
 August 21, 2014; FINAL day to add a player
 August 28, 2014; FINAL day to Roster
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FOOTBALL TERMINOLOGY
Player Certification (applicable to Football Tiny Mite Division ONLY):
Conference organized; player must be present wearing light-weight clothing.
Player will be verified as athlete appearing in affixed photo on contract and
weighed for weight compliance of Tiny Mite division.
Roster Certification:
Conference organized; the process where documentation is verified i.e. birth
certificate, report cards, physicals, CPR & First Aid etc. See “Roster certification of
players and coaches” section for details.
Note: Roster Certification will begin as of Saturday, August. 9th. –exact dates ,
times and location for each association TBD.
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ROSTER CERTIFICATION OF PLAYERS AND COACHES
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What to bring
How many copies
What does conference keep
How should I have my paperwork organized
Roster certification consists of verifying player eligibility. Grade based, age
protected means, the player must be in the grade specified for the division
of play being rostered for and cannot exceed the max age specified for that
division. Players can play up. NO player will be allowed to play down if
grade/age requirement is not met. Coaches must meet their requirements
and certain aspects will be verified by SDYFC Eligibility prior to rostering any
coach, all other coaching requirements is subject to verification by the
SDYFC Coaches Director.
Any redlines to your rosters must be corrected before the first regular
season game.
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ROSTER CERTIFY PLAYERS
What I need to bring to roster certification for each PLAYER
 Three (3) SDYFC Grassy Cleats Certified Rosters
*Two (2) will be returned to association
 1 stamped original
 1 stamped copy
*One (1) will be retained by SDYFC
 Two (2) Completed Player Contracts with photo attached (no stapling) –boundary waiver signed as
applicable
*One (1) will be returned to association
*One (1) will be retained by SDYFC
 1 Original
 1 copy
 One (1) Birth Certificate Copy
 One (1) Physician Completed Sports Physical - original
*Chiropractor conducted sports physicals are NOT acceptable
 One (1) Copy of “End of school-year” report card (retained by SDYFC for Little Scholars)
*Progress reports not accepted
 AYF Waiver and Release of Liability – Minor
 AYF Image Release – Minor
Note: Be sure you have already made copies of any/all documents that are being retained by SDYFC
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ROSTER CERTIFY FOOTBALL COACHES
What I need to bring to roster certification for COACHES
One (1) copy of Coaches CPR & First Aid Card/Certification
*Required from the Head Coach and one (1) Assistant Coach (2 coaches must be certified per team)
IMPORTANT REMINDER
 ALL coaches MUST have registered with SDYFC in order to be certified on a roster
*subject to verification
 A Coach can only be rostered to one (1) team
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Other Roster Certification Requirements
Additional Documents
One (1) Scholastic Report from Grassy Cleats reflecting ALL player G.P.A.’s
*Retained by SDYFC for Little Scholars
*All report card entries must be complete prior to printing the report –reports reflecting any zero/blank G.P.A. will note be
accepted
 Log on to Grassy Cleats, click on Tools, select Association Reports, select Scholastics from drop-down menu and click
Go
How I should have my paperwork organized
Documents must be separated by Team
Report cards must be placed in a folder on their own
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Specific paperwork order will be provided by your respective Eligibility Director
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TEAM DOCUMENTS
Certified Roster
Report Card
Player Contract
AYF
Waiver/Release
Birth Certificate
AYF
Image Release
Physical
CPR & First Aid
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IMPORTANT REMINDERS
Team Parents and Team Managers are not rostered and should not be on the field unless preforming
the duty of counter/checker –they must leave the field once play counts are complete
Coach Trainees must follow the same eligibility guidelines as players
Coach Trainees must be at least 16-years old
P.O. Boxes are NOT acceptable addresses ( a physical address must be provided)
Contracts (2 copies) must have a photo attached
The contract and the name on the birth certificate must match (do not forget the Jr. or the III in the
name). If a player uses another last name, hyphenate the birth given name and name to be used on
the contract
If participant does not have insurance, put SDYFC, do not leave blank
If contract is not completely filled out, the child will be redlined
Waivers are not automatic, players will remain redlined until the home
association has signed the waiver
Players cannot be on the field without having their physical completed.
(NO EXCEPTIONS – PARTICIPANT SAFETY RISK)
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IMPORTANT REMINDERS
If the coaches book is not on the field, there cannot be a practice – example when you bring your
book to roster, practice for that day must be cancelled
We will not accept documents that are fuzzy, blurry, illegible, crooked with only partial information,
etc.
Do not accept information that you believe has been tampered with or falsified, you put your
association and that team in jeopardy. (Forfeit of games)
Football player’s (MM, JPW, PW, JM, M) age cut-off date is 12/31
Tiny Mites & Flag age cut-off date is 7/31
Fielding Multiple Teams:
 The formation of teams is done on a first come first serve basis on your open registration day.
 Associations can have a veteran registration day.
 No Association shall start a second TACKLE team until a minimum of 25 players are assigned to
the first team in that division of play
 No Association shall start a second FLAG team until 20 players are assigned to the first flag
team
AYF does not form “SELECT” TEAMS, IN OTHER WORDS YOU CANNOT SELECT OR RECRUIT ONLY
THE BEST ATHELETS FOR YOUR TEAM.
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TEAM BINDER ASSEMBLY
The following paperwork MUST be in your team binder
Team Documents
 San Diego AYF Certified Roster (Original)
 CPR/1st Aid Cards (Head Coach and one (1) assistant per team)
Player Documents
 Contract (Original)
Physical / Medical Clearance Form (Original)
*Contract and physicals are to be placed in the same sleeve for each player in roster order
Note: All Documents must be placed in Sheet Protector Sleeves – Do Not Punch Holes in
Documents or Forms
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CONTACT INFORMATION - RESPONSIBILITY
2014 ELIGIBILITY CONTACTS
AFC
NFC
Irene Martin
Tel. (619) 651-5113
Email: [email protected]
Daina Ponce
Priscilla Gressett
Tel. (619) 254-9142
Tel. (619) 381-3144
Email:
[email protected]
Email: [email protected]
NORTH
WEST
EAST
SOUTH
Corona
Balboa
El Cajon
Bonita
I.E. Ducks
Clairemont
Granite Hills
Chula Vista
Menifee
Coastal
Grossmont
Crusaders
Murrieta
Del Norte
Los Toros
Eastlake
Oceanside
Mira Mesa
Skyline
Otay
San Marcos
North Coast
Steele Canyon
SSDIB
Temecula
PQ
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Cheer Eligibility
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ROSTER CERTIFICATION OF CHEERLEADERS AND COACHES
 Important Dates
 Coaches Requirement
 Paperwork Procedures
 AYC Cheer Divisions for Competitions
 Game Day Etiquette
 Regional/National Team Book
Roster certification consists of verifying athlete eligibility. AYC divisions are
age based. Athletes may compete in an older age division only when it is
NOT possible to create a team in the division that corresponds to their age
level. Athletes may NOT compete in a younger age division without
approval from AYC. An “Age Waiver Request Form” must be completed.
Coaches must meet their requirements prior to being rostered. All
certifications is subject to verification by the SDYFC Cheer Director.
Any redlines to your rosters must be corrected before the first regular
season game.
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IMPORTANT DATES TO REMEMBER
 Clinics
 June 7, 2014 & July 12, 201
*San Diego Show All Stars Gym
5275 Market St., San Diego, CA 92113
 July 28, 2014; Season Begins
 October 26, 2014; Local Competition
*Downtown – San Diego Concourse
202 C St., San Diego, CA 92101
 November 16, 2014; Regional Competition
*Tucson Convention Center
260 S. Church Ave., Tucson, AZ 85701
 December ‘2014; National Competition
*Florida
Address: TBA
 CPR and First Aid Certification: TBA
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CHEER TERMINOLOGY
League/Conference Cheer and Dance Director/Coordinator:
A liaison to the Regional Cheer and Dance Director and to all Association Cheer
and Dance Directors/Coordinators; serves as a delegate to the regional meetings,
performs League/Conference duties as detailed by the League/Conference
Bylaws or constitution.
(See Section 3; Structure Rule Enforcement/Authority Football rules)
Association Cheer Coordinator:
A liaison to the League/Conference Coordinator ; serves as a delegate at the
League/Conference meetings, performs local duties as detailed by their local
league Bylaws.
(See Section 3; Structure Rule Enforcement/Authority Football rules)
Roster Certification:
Conference organized; the process where documentation is verified i.e. birth
certificate, report cards, CPR & First Aid etc. See “Roster certification of players
and coaches” section for details.
Note: Roster Certification will begin as of Saturday, August. 9th. –exact dates ,
times and location for each association TBD.
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ROSTER CERTIFY CHEERLEADERS
What documents I need to bring to roster certification for each CHEERLEADER
and in what order the documents should be in
Documents need to be in “roster” order from OLDEST to YOUNGEST
*Junior Demonstrators will be placed at the end in roster order.
 Three (3) SDYFC Grassy Cleats Certified Rosters
*Two (2) will be returned to association
 1 stamped original
 1 stamped copy
*One (1) will be retained by SDYFC
 Two (2) Completed Player Contracts –boundary waiver signed as applicable
 1 Original
 1 copy (retained by SDYFC)
 One (1) Birth Certificate Copy
 One (1) Physician Completed Sports Physical - original
*Chiropractor conducted sports physicals are NOT acceptable
One (1) Scholastic Report from Grassy Cleats reflecting ALL player G.P.A.’s
*Retained by SDYFC for Little Scholars
*All report card entries must be complete prior to printing the report –reports reflecting zero for G.P.A.’s will note be accepted
 Log onto Grassy Cleats, click on Tools, select Association Reports, select Scholastics from drop-down menu and click
Go
One (1) Copy of “End of school-year” report card (retained by SDYFC for Little Scholars)
*Progress reports not accepted
 AYF Waiver and Release of Liability – Minor
 AYF Image Release – Minor
Annual Statement of Acknowledgement Form on Concussion
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ROSTER CERTIFY CHEER COACHES
What I need to bring to roster certification for COACHES
 One (1) copy of Coaches CPR & First Aid Card/Certification
*Required from the Head Coach and one (1) Assistant Coach (2 coaches must be certified per team)
 One (1) copy of Head Coaches ASEP certificate –REQUIRED COURSE COMPLETION
 One (1) copy of Concussion Training participation certificate for ALL staff members –REQUIRED
COURSE COMPLETION
IMPORTANT REMINDER
 ALL rostered coaches MUST have registered with SDYFC
 A Coach can only be rostered to one (1) team
*subject to verification
Note: Be sure you have already made copies of any/all documents that are being kept by
SDYFC
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ROSTER CERTIFY CHEER COACHES
SECTION 1 – AYC RULES
RULE 1 – COACHES
All coaches through their appointment to coach are bound by the “Coaches Pledge,” “Coaches Code,”
and “Standard of Conduct.” All coaches must be approved by and serve at the pleasure of the Local
Association. Coaching assignments are for one season only and are automatically terminated at the close
of each season. Coaches must re-apply for coaching positions annually. The local association determines
the close of the season, which must not extend past the “End of the Year Banquet”.
Each team must have either the Head Coach, an Assistant Coach or Licensed Trainer is the holder of a
current Red Cross Certificate in Community CPR and First Aid or its equivalent. A copy of the certification
card must be in the team book. All AYF/AYC participating HEAD COACHES OF FOOTBALL AND CHEER are
required to complete the AYF/ AYC Online ASEP Coaches Course (includes the $2 million coverage) found
at www.ayfcoaching.com. The Association/Conference may also make this a requirement of assistant
coaches. It is highly recommended that all coaches participate in the ASEP course or a cheer coaches
training course. This course should be completed before the start of the season. Licensed Trainers MUST
have a copy of their State Appropriate License in the team book.
**All Head and Assistant Coaches must complete a Concussion Course to be listed as a rostered coach.
Courses can be a free course at www.cdc.gov or the American Academy of Neurology at
www.aan.com/concussion . As in all rules, leagues/conferences may have more strict rules regarding
concussion education. Test results from completion of course must be placed in team book.
**This will be confirmed by an affidavit due at the Regional/National Championships for all qualifying
teams.
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AYC CHEER DIVISIONS FOR COMPETITIONS
* An age waiver may be requested for a 15 year old to participate in Division 18 if their Association does not have a Division 15 team
**Inspiration Division – (Formerly Contender Division)
The AYC Contender Division enables youth with either cognitive or physical disabilities to participate in football and cheer.
The Inspiration Division is further explained in the Official AYF/AYC INSPIRATION RULE Book at MyAyf.com.
COMPETING UP - CHEER In order to allow all interested athletes to participate, athletes may compete in an older age
division with the following restrictions: Athletes may compete in an older age division ("compete up") ONLY if it is NOT
possible to create a team in the division that corresponds to their age level.
Athletes may NOT compete in a younger age division without approval from AYC.
There is an “Age Waiver Request Form” that an association may use for an age waiver. The form is located on myayf.com.
This Form for 2014 MUST be signed and approved by the Region Cheer and Dance Director and then submitted to National
Ops Director.
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GAME DAY ETIQUETTE
Hospitality
 Maintaining Good manners is important, as the cheerleaders are welcoming committee for the visiting
team
Host Field
 Head coach go and greet the visiting team
 Let them know where the restrooms are, what side of the field they should set up on and where their
crowd is expected to sit
Visiting Team
 Look for director or head coach and let someone of the host league know you’re there and have them
direct you to the visiting warm up area.
Head Coaches
 Remember you set the standard as a mentor in youth sports you hold the key to a positive experience for
the young ladies you are coaching
Assistant Coaches
 You also play an important role on the positive experience that these girls and their parents expect.
Always remember your actions are always being watched and may be mimicked.
Student Demonstrators (Trainees)
 Your jobs in in the title - demonstrators
 Remember because you are close in age, the girls really look up to you
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GAME DAY ETIQUETTE
Injured Player
 Take a knee where you are and stay quiet until the player (of either team) has left the field.
 For prolonged injury, gather as a group. Be respectful!
 Clap as the athlete leaves the field
Cheerleaders
 Cheerleaders arrive at least one hour prior to the start of the game, allow for warm up and check-in.
 Do not start a cheer while the other team is cheering
 Absolutely no trash taking REMEMBER these are children
 If you have any problems at a visiting field, notify your appropriate board member and let them know
of the issue immediately.
HAVE A GREAT SEASON!!
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NATIONAL TEAM BOOK
IN FRONT OF BOOK
Paper clipped together:
1. Background Check and Coaches Training Affidavit.
2. Scholastic Eligibility and Confidentiality Affidavit
3. Proof of Insurance and Risk Management Agreement
4. AYF/AYC Insurance check list (not required if you have Sadler Insurance)
5. Copy of Team/Association/Conference Insurance Rider
Paper clipped together:
1. The Head Coach's “Tackle Safe” Certificate
2. The affidavit that ALL coaches took the CDC concussion Course
Paper clipped together:
1. All of the coaching staff’s
1. Waiver Release of Liability
2. Image Release
2. All of the players: (In “roster” order; OLDEST to YOUNGEST
1. Waiver Release of Liability
2. Image Release
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NATIONAL TEAM BOOK
IN BOOK
 TWO (2) COPIES OF ROSTER
 FIVE (5) COPIES OF MPR FORM
The items in the sleeves will be back to back (thee (3) plastic sleeves per player):
SLEEVE 1: Participant Tracking ID card and Contract (with picture attached)
SLEEVE 2: Emergency Consent Form and Medical Release Form/Sports Physical
SLEEVE 3: Birth Certificate and Report Card with Absentee Form between
Note: Absentee form will be in front of sleeve 1, if not present for National games
IN BACK OF BOOK
 THREE (3) COPIES OF RELEASE TO PLAY FORM
 THREE (3) COPIES OF ABSENTEE FORM
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IMPORTANT REMINDERS
P.O. Boxes are NOT acceptable addresses ( a physical address must be provided)
Contracts (3 copies) must have a photo attached
The contract and the name on the birth certificate must match .
SAC listing cheerleaders must be in roster order
If participant does not have insurance, put SDYFC, do not leave blank
If contract is not completely filled out, the child will be redlined
Waivers are not automatic, players will remain redlined until the home
association has signed the waiver.
Cheerleaders cannot be on the field without having their physical completed.
(NO EXCEPTIONS – PARTICIPANT SAFETY RISK)
If the coaches book is not on the field, there cannot be a practice – example when you bring your
book to roster, practice for that day must be cancelled.
We will not accept documents that are fuzzy, blurry, illegible, crooked with only partial
information, etc.
Do not accept information that you believe has been tampered with or falsified, you
put your association and that team in jeopardy. (Forfeit of games)
Cheer cut-off date is 7/31
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Little
Scholars
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SCHOLAR ATHLETE PROGRAM
 Important Dates
 Program Guidelines
 Academic Achievement Alliance application process
 Scholar Athlete Banquet Recognition
 SDYFC Forms
 PROCESS OVERVIEW
The Scholar Athlete Program is an integral part of the San Diego Youth
Football and Cheer Conference. We recognize the hard work and
determination it takes to succeed on and off the field. A conference-wide
banquet is provided to congratulate all qualifying scholar athletes with a
95% and above overall grade percentage.
Scholar Athletes who excel by achieving a 98% or above overall grade
percentage for the previous academic year and with a minimum of two (2)
community service/extracurricular activities will be considered for the AYF
Academic Achievement Alliance (AAA) honor.
Outgoing athletes (8th graders) may qualify for a scholarship by writing a
one (1) page essay.
All documents are subject to verification by the SDYFC Education Directors
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IMPORTANT DATES TO REMEMBER
 September 30, 2014
 Academic Eligibility Form due
 Grade report check for athletes on academic probation with G.P.A.’s
below 2.0 at registration
 October 1, 2014; Scholar Athlete Essay form for (outgoing) 8th grade players
will be distributed
 October 20, 2014; Progress report must be submitted for athletes still on
academic probation with G.P.A.’s below 2.0. for playoff participation
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PROGRAM GUIDELINES
SDYFC Scholar Athlete
All athletes who succeeded in receiving a 95% or higher overall grade percentage on their previous
school-year report card who were 5th to 8th graders qualify for conference-wide recognition. Athletes will
be invited to attend the SDYFC banquet to recognize their achievement and athletes who were
previously 8th graders with a 95% or higher overall grade percentage are eligible to apply for the SDYFC
Scholarship. Essay forms will be provided by Oct. 1st. Deadline date to return essay will be announced at
a later date
Academic Achievement Alliance (All-American)
All athletes with a 98% or higher overall grade percentage and participated in at least (2) two community
service/extracurricular activities may be considered for this honor.
*Participating in another sport or being an AYF athlete does not qualify as an extracurricular activity.
Parents will need to go to the link below and enter their “qualified” athletes information.
See page 39 for reference.
www.myayf.com/awards/nomination_forms/aaaform
Winners will be announced and recognized nationally on the AYF, Inc. website
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PROGRAM GUIDELINES
Report Cards vs. Progress Reports
ONLY end of 2014 regular school-year report cards are accepted to roster certify the player. Progress
reports will NOT be accepted. Progress reports are acceptable when a player is on academic probation
and needs to turn in to demonstrate progress. ALL END OF SCHOOL-YEAR REPORT CARDS MUST BE
ENTERED INTO GRASSY CLEATS FOR EACH ATHLETE.
Scholar Athlete Eligibility
A scholar athlete must have been in the 5th grade or higher during the previous season to qualify for
banquet recognition and SDYFC Scholarship i.e. report card reflects 5th – 8th grade for the end of the
2014 school-year. Not the grade they just started in for the 2014-2015 school-year.
Grassy Cleats – Scholastics Tab (Player Detail)
Grassy cleats will automatically calculate the G.P.A. for each report card entered and will reflect whether
the player “Achievement” level is Not Qualified, Scholar, All-American.
Grassy Cleats –Printing the Scholastics Report
Log on to Grassy Cleats, click on Tools, select Association Reports, select Scholastics from drop-down
menu and click Go.
Note: Scholastic Reports reflecting zero/blank G.P.A for an athlete will NOT be accepted. The only
exception is for athletes just starting Kindergarten/First Grade and have not had a report card.
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PROGRAM GUIDELINES
Scholar Athlete Eligibility Audit
The participating football player/cheerleader/high school trainer must meet a scholastic requirement of
70% and or a 2.0 Grade Point Average (G.P.A.). If the participant’s G.P.A. is below 70% and/or a 2.0, they
are required to take the Academic Eligibility Form to their school and have the form completed by the
school administrator with contact information and their signature if no school stamp is available.
See page 38 for reference.
If the school Administrator checks:
 Participating in the AYF football/cheer program would benefit the child; continue to keep
player on academic probation and monitor his/her progress biweekly until a 70% or 2.0
G.P.A. is reached
 Participating in the AYF football/cheer program would NOT benefit the child; contact the
SDYFC Education Director as soon as possible.
October 20, 2014; Final Grade Check
Any athlete who has not demonstrated improvement and is still on academic probation will not be
eligible to participate in the playoff practices and games.
Any athlete who has improved and meets the 70% and or 2.0 G.P.A. requirement but did NOT turn in a
report card will NOT be eligible to participate in playoff practices and games
 Associations are responsible in getting the report cards/progress reports to the SDYFC
Education Directors by the deadline date specified.
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SDYFC FORMS
Scholastic Eligibility Form
1. School Administrator needs to
complete and include school
stamp
2. Does participation benefit the
player or not?
If the school Administrator checks:
 Participating in the AYF football/cheer program would
benefit the child; continue to keep player on academic
probation and monitor his/her progress biweekly until a
70% or 2.0 G.P.A. is reached
 Participating in the AYF football/cheer program would
NOT benefit the child; contact the SDYFC Education
Director as soon as possible.
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SDYFC FORMS
Go to:
www.myayf.com/awards/nomination_forms/aaaform
Parents must enter all required information to apply
for the AAA honor.
Region: Desert Pacific
Conference Name: SDYFC
Association Team: Name of your league
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PROCESS OVERVIEW
The Little Scholars process in a nutshell
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Ensure the report cards you are obtaining are the end of the 2013-2014 school-year
Enter report card grades into grassy cleats
 If you do not have the grading system used by the school in Grassy Cleats, contact Rodger
Milliken (contact email is on page 3)
 Take note of all athletes who currently do not posses the required 2.0 G.P.A. for
participation and contact parent/guardian notify of Academic Probation; provide copy of
Scholastic Eligibility form to parent/guardian to have completed by school administrator
and return to you before Sept. 30th.
Track progress of all athletes on Academic Probation and request a bi-weekly grade report on school
letterhead or printed from school’s online parent portal.
When you’re ready to roster, make copies of all report cards in roster order by team and bring to
roster certification
Submit all required Scholastic Eligibility and grade reports for Academic Probation athletes by
September 30th to the SDYFC Education Director
Notify qualified Scholar Athletes of their achievement and provide the link to the AYF AAA AllAmerican site to parents (See page 35 and 39) and provide SDYFC Essay forms to qualified 8th graders
for a chance to win the SDYFC Scholarship.
Submit all required progress reports/grade check for athletes still on Academic Probation by Oct.
20th to the SDYFC Education Director
Once notice of banquet is received from SDYFC, communicate information to all qualified athletes
YOUR JOB IS DONE!
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