Club Policies

REFUND POLICY

Our refund policy varies by program; please find your program below. However, any additional costs incurred during registration (i.e. credit card processing fees, ticket vouchers, late fees, charitable donations) are not refundable for any program.

Refunds (less a $15 processing fee) are available if requested before the date of the first game of the season. No refunds will be granted after that point. If the weather or some other unavoidable circumstance limits our program in any way, no refunds or other adjustments will be made. Note: Any additional costs incurred during registration (i.e. credit card processing fees, ticket vouchers, late fees, charitable donations) are not refundable.

PRE-TRAVEL ACADEMY

The success of our Pre-Travel Academy is built on player commitment when accepting their position into the Academy. Once a player accepts and registers, refunds will not be issued (14) days prior to the start of the season. Requests for refunds before this time may be issued (less a $40 processing fee). If a player is injured or leaves the team during the year, the member is still obligated to complete all club and team fee payments for the full seasonal year. Failure to pay club and team fees on time and in full will result in ineligibility to play on any Sandy Spring Soccer Club team and will put the player in bad standing with the Club. Note: Any additional costs incurred during registration (i.e. credit card processing fees, ticket vouchers, late fees, charitable donations) are not refundable.

RECREATIONAL PROGRAM

Refunds (less a $15 processing fee) are available if requested before the date of the first game of the season. No refunds will be granted after that point. If the weather or some other unavoidable circumstance limits our program in any way, no refunds or other adjustments will be made. Note: Any additional costs incurred during registration (i.e. credit card processing fees, ticket vouchers, late fees, charitable donations) are not refundable.

SUMMER CAMPS

Refunds (less a $40 non-refundable deposit) are available if requested up to seven (7) days before the date of the first day of camp. While rare, if the weather or some other unavoidable circumstance limits our program in any way, no refunds will be given but credit may be given at the discretion of the club. Any additional costs incurred during registration (i.e. credit card processing fees, ticket vouchers, charitable donations) are not refundable. Note: Any additional costs incurred during registration (i.e. credit card processing fees, ticket vouchers, late fees, charitable donations) are not refundable.

TOTS

Refunds (less a $15 processing fee) are available if requested up to seven (7) days before the date of the first clinic/class session. While rare, if the weather or some other unavoidable circumstance limits our program in any way, no refunds or other adjustments will be made. Any additional costs incurred during registration (i.e. credit card processing fees, ticket vouchers, charitable donations) are not refundable. Note: Any additional costs incurred during registration (i.e. credit card processing fees, ticket vouchers, late fees, charitable donations) are not refundable.

TRAVEL PROGRAM (Select, Travel, Academy)

Committing to a Sandy Spring Soccer Club Travel Program team is a full 10-month commitment for all Select, Travel and Academy levels. Sandy Spring Soccer Club does not offer refunds after a player accepts a position on a Travel Program team. If a player is injured or leaves the team during the year, the member is still obligated to complete all club and team fee payments for the full seasonal year. Failure to pay club and team fees on time and in full will result in ineligibility to play on any Sandy Spring Soccer Club Travel team and will put the player in bad standing with the Club and ineligible for release, as outlined by the club. Note: Any additional costs incurred during registration (i.e. credit card processing fees, ticket vouchers, late fees, charitable donations) are not refundable.

WINTER FUTSAL LEAGUE PROGRAM

Refunds (less a $15 processing fee) are available if requested before the date of the first game of the season. No refunds will be granted after that point. Our policy does not provide refunds for weather cancellations, but as we approach the end of the season, we will look at the total number of game dates that were played and determine if any accommodations are warranted. Note: Any additional costs incurred during registration (i.e. credit card processing fees, ticket vouchers, late fees, charitable donations) are not refundable.

ALL OTHER PROGRAMS INCLUDING CLINICS AND TRAINING PROGRAMS

Refunds (less a $15 processing fee) are available if requested up to seven (7) days before the date of the first clinic/class session. While rare, if the weather or some other unavoidable circumstance limits our program in any way, no refunds or other adjustments will be made. Any additional costs incurred during registration (i.e. credit card processing fees, ticket vouchers, charitable donations) are not refundable. Note: Any additional costs incurred during registration (i.e. credit card processing fees, ticket vouchers, late fees, charitable donations) are not refundable.

**SANDY SPRING SOCCER CLUB

ELECTRONIC COMMUNICATIONS AND SOCIAL MEDIA POLICY**

(Based on MSYSA Standards)

GENERAL PRINCIPLES

All electronic communication between Sandy Spring Soccer Club coaches and minor athletes must be professional, appropriate, and limited to information related to club, program, or team activities.

All communication should be suitable for sharing with an athlete’s parent or guardian. Upon parent request, all emails, texts, or social media messages must include the parent/guardian.

SOCIAL MEDIA (Facebook, Blogs, Group Platforms)

Sandy Spring Soccer Club coaches and volunteers may communicate with minor athletes only through public, group-based platforms (e.g., team Facebook pages).

No private messaging between coaches and minor athletes is permitted.

If a Facebook or similar group is used, all coaches and parents must be included.

Coaches may not “friend” or follow athletes on their personal social media accounts.

All posts, texts, and shared media must be professional and related only to Sandy Spring Soccer Club activities or appropriate team motivation.

X (Twitter), Instagram, TikTok, Instant Messaging, and Similar Platforms

All communication must be public, not private.

Coaches and minor athletes may follow each other, but:

Coaches may not re-share (“retweet”) athlete content.

Coaches and volunteers may not direct message minor athletes.

Coaches and volunteers must avoid posting or engaging with off-color, inappropriate, or questionable content. If in doubt, treat the content as inappropriate.

EMAIL

Email communication is permitted with athletes 14 years or older.

All email content between Sandy Spring Soccer Club coaches and athletes must be professional and strictly related to club or program activities.

When possible, a parent/guardian should be copied.

Email communication may occur only between 7:00 AM and 10:00 PM.

TEXT MESSAGING

Texting is allowed only with athletes 14 years or older.

When possible, texts must be group texts that include another coach, parent, volunteer, or athlete.

Content must be professional and limited to Sandy Spring Soccer Club team-related information.

No texting before 7:00 AM or after 10:00 PM, unless required for a specific, time-sensitive soccer activity.

Snapchat and similar apps may not be used with minor athletes.

ELECTRONIC IMAGERY

Photos and videos taken in public settings (practices, games, events) may be used for:

Player instruction

Team videos

Sandy Spring Soccer Club websites or communication platforms

Sharing with families

Imagery must always be appropriate, in the athlete’s best interest, and consistent with this Code of Conduct.

REQUEST TO DISCONTINUE

Parents/guardians may submit a written request for either of the following, and Sandy Spring Soccer Club must honor it:

Their athlete may not be contacted through electronic communication.

Photos or videos of their athlete may not be posted on club or team platforms.

This may not be fully feasible for group photos, but efforts should be made to comply when possible.

MISCONDUCT

Electronic communication must not contain or relate to:

Drug or alcohol use

Sexually oriented conversation, explicit language, or sexual content

An adult’s personal life, relationships, family matters, or personal problems

Inappropriate images of any kind

Any communication involving a minor athlete’s personal issues must be transparent, accessible, and professional.

Misuse of electronic communication — including harassment, bullying, emotional or sexual misconduct, or hazing — will not be tolerated by Sandy Spring Soccer Club.

PARENTAL CONTACT

Parents/guardians will be contacted by Sandy Spring Soccer Club staff if a minor athlete becomes ill, injured, or has a serious disciplinary issue during any club, US Youth Soccer, or MSYSA activity.

Sandy Spring Soccer Club is a member of Maryland State Youth Soccer Association (MSYSA).

While MSYSA allows a player to double-roster with two different clubs during the same seasonal year, Sandy Spring Soccer Club maintains standards and policies that support the orderly administration of our teams and players.

Effective January 1, 2026, the following applies to all Sandy Spring Soccer Club Travel Players:

All players are required to be officially registered as Primary Players with Sandy Spring Soccer Club.

As Primary Players, athletes must follow all Sandy Spring Soccer Club policies and fully commit to the team schedule and all club-related events.

This commitment includes, but is not limited to, all practices, games, tournaments, and any other Sandy Spring Soccer Club–sanctioned activities.

Requests for double rostering with another club will not be accepted, except with approved partner clubs and only with the approval of the Technical Director.

Policy Purpose and Scope

Sandy Spring Soccer Club staff and volunteers are often responsible for handling personally identifiable information (“PII”) about youth participants to accomplish soccer-related objectives, such as team and tournament registrations.

For this reason, it is important to understand Sandy Spring Soccer Club’s PII expectations and policies.

PII is defined as: information that can be used to distinguish or trace an individual's identity, such as their name, social security number, biometric records, etc., alone or when combined with other identifying information (e.g., date and place of birth, mother’s maiden name).

For the purpose of this policy, passports, medical records, financial records, and educational transcripts are considered PII.

This policy applies to all employees, contractors, volunteers, and members of Sandy Spring Soccer Club, and applies to both paper and electronic formats.

Policy Overview

This policy establishes Sandy Spring Soccer Club’s requirements for the collection, access, use, and disclosure of PII. In general, the Club’s policy is to protect and safeguard the PII of its players, members, former players, and former members.

PII Protection

All employees, contractors, volunteers, and members of Sandy Spring Soccer Club must:

Protect and safeguard PII of players, members, former players, and former members to the best of their ability.

Collect, access, use, and disclose PII only for Sandy Spring Soccer Club–related purposes.

Safeguard PII in their possession, treating it as confidential and protecting it from unauthorized use or disclosure.

Protect user IDs and passwords for soccer databases or other electronic information systems, and do not share login information.

Discuss or disclose PII only to individuals within Sandy Spring Soccer Club directly involved in the program or with a legitimate need to know.

Properly dispose of documents containing PII when no longer needed (e.g., delete emails, shred papers, never place health forms or other sensitive materials in the trash).

Report any breach of data security (e.g., stolen laptop with team roster information) to Sandy Spring Soccer Club staff, and assist in corrective actions to contain the breach and prevent recurrence.

Policy Enforcement

All employees, contractors, volunteers, and members of Sandy Spring Soccer Club must comply with this policy.

Violations may result in corrective action, including disciplinary action or dismissal when appropriate.

Any coach or manager who does not adhere to this policy will be considered in violation of Sandy Spring Soccer Club policy and may face disciplinary action by the Sandy Spring Soccer Club Board of Directors.

Any parent/guardian who does not adhere to this policy will be considered in violation of the Sandy Spring Soccer Club Parent Code of Conduct and may face disciplinary action by the Board of Directors.

Policy Resources

GSA Rules and Policies – Protecting PII – Privacy Act

Employees, contractors, volunteers, and members of Sandy Spring Soccer Club may use the Sandy Spring Soccer Club shredder during office hours (10:00 AM – 4:00 PM, Monday–Friday).

Sandy Spring Soccer Club staff are available to answer questions regarding this PII policy.

Purpose

The safety of our players, parents, coaches, and other volunteers is paramount in any weather situation. Sandy Spring Soccer Club recognizes that severe weather during field activities — including, but not limited to, lightning, extreme heat, and extreme cold — can affect player safety. The club is committed to implementing safe practices to minimize risk.

This policy is based on guidelines set forth by U.S. Soccer and data provided by WeatherBug, a full-service mobile and online weather application. It provides the basis for changes or cancellations to Sandy Spring Soccer Club activities due to actual or potential severe weather conditions.

Scope

Sandy Spring Soccer Club staff will follow this policy when determining whether trainings, tryouts, or other club events should be modified or canceled due to severe weather.

This policy applies to training sessions, camps, clinics, tryouts, games, and other activities under Sandy Spring Soccer Club governance. For travel league games and tournaments, the relevant league or referees are responsible for weather-related cancellations.

Cold Weather Guidelines

Staff will use Wind Speed and Temperature provided by the WeatherBug App to determine the Wind Chill Temperature (WCT) Index according to U.S. Soccer charts.

Actual or predicted WCT at the scheduled activity time will determine the recommended action:

Green, Yellow, Orange Zones: Practice held

Red, Black Zones: Activities modified, moved indoors, or canceled

Hot Weather Guidelines

Staff will use Relative Humidity and Temperature from the WeatherBug App to determine Wet Bulb Globe Temperature (WBGT) per U.S. Soccer charts.

WBGT at the scheduled activity time will determine the Alert Level:

Green, Yellow, Orange Zones: Practice held

Red, Black Zones: Activities modified, moved indoors, or canceled

For activities in the Washington, D.C. area, Category 3 guidelines will be used.

Lightning and Thunder

Lightning is a significant threat to player safety. According to the National Weather Service (NWS):

There is no safe place outside during a thunderstorm.

Hearing thunder indicates you are likely within striking distance.

Policy:

If anyone sees lightning or hears thunder, they must notify the coach immediately.

The coach must:

Suspend the outdoor activity

Direct all players to seek safe shelter for at least 30 minutes from the last lightning or thunder event

Coaches and managers should use the WeatherBug App lightning detector. Lightning detected within 10 miles requires immediate cessation of outdoor activities.

Safe Shelter:

Substantial buildings (with plumbing and wiring, e.g., home, school, church, recreation center)

Fully enclosed metal-topped vehicles (e.g., car, minivan, bus)

Note: Many fields may not have substantial buildings. Parents/guardians are ultimately responsible for ensuring players have access to a safe vehicle during outdoor activities.

Other Reasons for Cancellation

Sandy Spring Soccer Club staff may cancel activities for reasons including, but not limited to:

Frozen surfaces with snow or ice blocks

Severe flooding or road closures

Field Closures:

Fields managed by DPR, Montgomery County, schools, or private organizations will follow the owner’s closure rules.

Playing on a closed field is strictly prohibited and violates club policy.

Notifications and Communication

Staff will attempt to communicate modifications or cancellations 90 minutes in advance of a scheduled activity.

Notifications may be sent via emails or alerts through PlayMetrics to affected players, coaches, managers, and teams.

For DPR-managed fields, participants can sign up for email and text alerts via the DPR website.

Policy Enforcement

Coaches who fail to follow this policy are in violation of the Coach’s Code of Conduct and may face disciplinary action.

Parents/guardians who fail to adhere to this policy are in violation of the Parent/Guardian Code of Conduct.

Players who fail to follow this policy are in violation of the Player Code of Conduct.

Additional Resources

US Soccer Lightning and Severe Weather Guidelines

Weather.gov Lightning Toolkit

WeatherBug