POLICY OVERVIEW

1. Once a volunteer certifies with an organization in the fall, this policy becomes effective.

2. Volunteers wishing to transition to another organization must either qualify under an exemption or serve a one-year hiatus (Fall to Fall).

3. An organization can clear a volunteer of financial or equipment obligations. That is not a hiatus release.  

4. An organization can dismiss a volunteer due to lack of an available position. 

5. Only TYFA has the authority to release a volunteer from a Hiatus Hold.

EXEMPTIONS TO THE HIATUS POLICY

Definition of Exemption

• An exemption is a formally recognized circumstance under which a volunteer is released from the standard one-year Hiatus Hold. Exemptions are specific, predefined conditions that, when met, allow a volunteer to transition to another TYFA organization without penalty. Exemptions are not subject to personal interpretation or modification and must be substantiated with verifiable documentation where applicable.

• Note: If your reasoning for exemption does not fit any of the criteria listed below, you will be held. Do not attempt to use excerpts or combine exemptions to justify your release. TYFA will not accommodate attempts to manipulate the exemption criteria to fit an individual’s narrative.

• If a volunteer does not qualify under any exemption, no release will be granted. TYFA will not create new exemptions to accommodate individual situations. The inability of a parent to coach their child is not considered an injustice. Additionally, an organization’s name change does not qualify for release.

Volunteers Who Are Not Subject to Hiatus

• "Trainee" volunteers (minors) - Under the age of 18

• Volunteers who served strictly as photographers

Qualifying Exemptions

• Organization Status Change: If an organization exits TYFA, ceases operations, loses its membership, or falls into bad standing, volunteers will be released.

• Turnover in Organizational Leadership: If 90% or more of an organization’s leadership is removed, terminated, or dismissed, no volunteer will be subject to the hiatus and may transition freely to another TYFA organization. However, if a volunteer owes money or equipment to their previous organization, and this can be proven in writing, the volunteer will be restricted from moving until the issue is resolved.

•  This rule does NOT apply if board members collude to resign or quit in a coordinated effort to reach the 90% threshold and force a release.

• Relocation: Volunteers who move a significant distance from their previous residence may qualify for release. (Example: Moving from San Antonio to Killeen qualifies; moving from Converse to Live Oak does not.)

• Dismissal by Organization: If an organization officially dismisses a volunteer due to lack of an available position or informs them they are not welcome, and this can be documented, the volunteer will be released. A volunteer cannot self-terminate. Not being appointed to a preferred role (e.g., Head Coach) is not a valid reason for release. Only the organization’s President has the authority to dismiss volunteers.

• Lack of Age Bracket (Football): If a football organization does not field an age bracket that a volunteer wishes to coach, this may justify a release.

• Lack of Cheer Program or Competition (Cheer): If a cheer volunteer’s previous organization does not offer cheer or will not compete, this may be grounds for release.

• Starting a New TYFA Organization: Volunteers who leave to establish a new TYFA organization may be released, but they must be part of the establishing board of the new organization and listed as one of the three board members on the league application submitted to TYFA.  

• Spring-Only Participation: If a volunteer’s organization does not participate in the Spring season or does not carry the relevant age bracket, the volunteer may be released for the Spring season only.

REQUEST AND ENFORCEMENT PROCESS

1. All release requests must be submitted through the TYFA WebApp during the certification process.

2. If a volunteer is granted release but later engages in activities that void their release, they will be placed back on Hiatus.

3. A volunteer who is released and then seeks another release within the same season will be placed on Hiatus and must reapply.

4. While on Hiatus, volunteers may only participate as spectators within an organization.

5. If a volunteer joins a non-TYFA organization that subsequently joins TYFA within the same year, the volunteer will be placed on Hiatus.

6. TYFA reserves the right to place a volunteer on Hiatus if any system oversight allows them to bypass the policy.

HAITUS APPEAL PROCESS

1. Appeals must be submitted to HelpDesk@tyfa.com within 24 hours of the initial ruling.

2. Appeals will be reviewed based on factual evidence, not emotional arguments.

3. The necessity for a parent to coach their child is not a valid basis for appeal.

This policy ensures fairness and organizational integrity while providing clear guidelines for volunteer transitions within TYFA.

1. Once a season is over, an athlete or volunteer (participant) must return all equipment they borrowed from their organization.  

2. This financial obligation was on the digital agreement signed during certification. 

3. If an organization can prove to TYFA that equipment or fees are still outstanding, the participant will be put on an indefinite hold until the situation is handled. 

4. Equipment and registration fees are the only items that will apply to this policy.  

5. Fundraisers in general are not covered. If it can be proven though that a participant took cases of chocolate as an example, TYFA may consider the request to hold.

6. Registration fees can only be requested for a hold if it is for the current season, prior to any games. If a participant is allowed to be involved in games and events without paying in full, an organization made the choice to allow that. TYFA will not hold a participant after the fact.

7. If a participant's prior organization no longer exists or is not an active member in TYFA (includes members in bad standing), a hold will not be granted regardless of proof. 

8. If a participant owes equipment, and there is proof, an organization can submit an request below. The deadline for submitting a request is 8/1/current year for any hold from the previous fall or just completed spring season.

9. Unless a hold was already placed, no new hold will be considered on any participant from more than 1 year prior.

10. Appeals can be sent by the participant or the organization if TYFA rules against them. They have 24 hours from when the ruling is made. Emotion will not be considered. Just facts. This appeal is an email sent to HelpDesk@tyfa.com

11. A participant that is on hold cannot be involved with an organization in any way other than as a spectator. Violation will be charged as a Level III.

12. These holds are perpetual until they are resolved.