Nordic Soccer Club: Scholarship & Volunteer Program Framework

This framework outlines the criteria for Nordic Soccer Scholarship Program (NSSP) awards and the associated volunteer requirements, aiming for transparency and equitable distribution of resources and responsibilities.

 

Scholarship Mission Statement

Nordic Soccer Club is dedicated to fostering accessible soccer opportunities for all. Our scholarship awards aim to support players who demonstrate financial need or who bring significant contributions to our club.

 

A. Scholarship Application Deadlines:

To ensure timely processing and award allocation, scholarship applications must adhere to the following deadlines:

• Year-Round Players (Fall, Indoor/Winter, Spring Seasons): For players eligible for Fall play, the deadline to submit all scholarship information and documentation is August 15th (or the last business day before the start of the Fall Season, whichever is earlier). This ensures awards are in place before the start of the primary competitive season.
• Middle School & High School Players (Indoor/Winter, Spring Seasons): The deadline to submit all scholarship information and documentation is October 15th (or the last business day before the start of the Indoor Session, whichever is earlier). This allows for awards to be determined prior to the commencement of indoor training and leagues.

B. Need-Based Scholarship (W2 Submission)

• Eligibility: Open to any player whose family submits their W2 forms for financial verification.
• Award Amount: Up to 75% of the total program fees.
• Award Determination: The final scholarship amount will be determined by the Nordic Scholarship committee based on a comprehensive review of financial documentation and demonstrated need.
• Expected Family Contribution (EFC): The NSSP calculates an EFC, which is an estimate of how much the family can contribute to the player(s) tuition. This is based on family size, income, assets, and other factors
  • The NSSP uses "family size" which includes the student, their parents (or parent if single), and other dependents the parents financially support. "Household size" may be a subset of this, but the broader "family" concept is used in calculations

C. Impact/Value Scholarship (Full Ride)

• Eligibility: Awarded to players who demonstrate exceptional value to Nordic Soccer Club and their team, and whose families face significant barriers to participation (e.g., families are not around/available). This category is intended for a very limited number of applicants.
• Award Amount: 100% full ride (covering all program fees).
• Award Determination: This scholarship is highly selective, anticipated to be awarded to less than 10% of total scholarship applicants. Decisions will be based on coach recommendations, club leadership assessment of player impact (on-field performance, leadership, team spirit, etc.), and the unique family circumstances presented.

 

Conflict of Interest Policy for Scholarship Committees

To ensure fairness and maintain the integrity of the scholarship selection process, it is recommended that committee members who have personal knowledge of, or a relationship with, any player on the scholarship request list should abstain from the voting process for that specific player.

 

Options for Implementation:

1. Strict Abstention: This is the most straightforward approach. When a committee member identifies a conflict, they simply do not participate in the discussion or voting for that particular applicant. They can remain in the room for other discussions but should visibly step aside during the conflicted vote.
2. Disclosure and Recusal: This option emphasizes transparency. Committee members would be required to disclose any potential conflicts at the outset of the review process or when a conflicted applicant's name comes up. Once disclosed, they would recuse themselves from all discussion and voting related to that applicant. This might mean physically leaving the room for that portion of the meeting.

 

Volunteer Program: Ensuring Engagement and Support

Nordic Soccer Club thrives on the active participation of its community. The volunteer program ensures that all scholarship recipients contribute to the club's success, and provides diverse opportunities for all families to engage and support the club.

A. Mandatory Volunteer Hours for Scholarship Families:

• Requirement: Any family receiving a scholarship (either Need-Based or Impact/Value) is automatically required to fulfill volunteer hours.
• Primary Commitment: Nordic Cup Hours: A significant portion of these hours, ideally matching the dollar amount of the scholarship awarded (with a clearly communicated dollar-to-hour equivalency), must be dedicated to Nordic Cup. This is the club's largest fundraising event and requires substantial volunteer support.
  • This would be in addition to your normal expected hours per family.
  • Example: A scholarship covering $2000 might equate to 40 volunteer hours at Nordic Cup, based on a $50/hour estimated volunteer value.
• Secondary Commitment: Beyond Nordic Cup, scholarship families may also be asked to select one or more additional volunteer opportunities from the list below to fulfill their total commitment, especially if their Nordic Cup hours do not cover the full amount or if specific club needs arise.

B. General Volunteer Opportunities:

Beyond the mandatory scholarship hours, Nordic offers diverse opportunities for all families to contribute. Families can select one or more opportunities based on their availability and interests.

1. Nordic Specifics (High Priority for Scholarship Families):

• Nordic Indoor Center Setup/Teardown:
  • Turf Pick up (preparing fields)
  • Turf Lay down (preparing fields)

 

2. Nordic Cup Specifics (High Priority for All Volunteers and automatically given to Scholarship Families):

• Pre-Event Setup:
  • Tree Farm Field Setup (preparing fields)
  • Tree Farm Event Setup (preparing tents, signage, tables, chairs etc)
• Event Merchandise:
  • Nordic Cup Merchandise Sort (pre-event preparation and inventory)
  • Nordic Cup Pre-Sale Tent Staff (sales and customer service)
• Nordic Cup Vital Volunteer Roles:
  • Field Marshall
  • Parking
  • Merchandise Tent
  • Runners
• Post-Event Activities:
  • Tree Farm Field Pickup (cleaning & picking up fields)
  • Tree Farm Event Breakdown (putting away tents, signage, tables, chairs etc)

3. Other Club-Wide Volunteer Opportunities:

• Facilities & Maintenance:
  • Tree Farm Pickup/Clean Days (seasonal, helps maintain our facilities and grounds)
• Registration & Administrative Support:
  • Tryout Registration Hours (assisting with check-in, paperwork)
  • Indoor Management Shifts (supervising indoor facilities during practices/games, ensuring smooth operations)
  • Nordic Related Tournament/Community Programs Registration/Check-in (assisting with check-in and logistics for non-Nordic Cup tournaments hosted or attended by Nordic teams)
• Program & Event Support:
  • Assisting with Community Programs Check-in and Shirt Handouts (e.g., summer camps, clinics, outreach events)
  • Assisting Team Managers (TMs) of the teams their kids play for (e.g., communication, Nordic Indoor T-shirt distribution, snack schedule, team logistics, Team hotel coordinator, Social chair (dinners with the team, gatherings outside of tournaments)
• Fundraising & Development:
  • Fundraising Events (assisting with organization, promotion, staffing, and execution of various fundraising initiatives)

C. Areas of Expertise for Nordic Community Programs/Offerings (Seeking Specialized Skills):

Nordic values and actively seeks volunteers with specific professional or practical expertise to enhance its programs and operational capabilities. Families with skills in the following areas are highly encouraged to identify themselves:

• Marketing & Communications: Graphic design, social media management, content creation, website development, public relations.
• Event Planning & Logistics: Large-scale event coordination, vendor management, permit acquisition, site layout.
• Coaching & Player Development: Certified coaches, sports psychology, fitness training, nutrition, scouting.
• Medical & First Aid: EMTs, nurses, doctors (for on-site event support, injury prevention, and health education).
• Administration & Finance: Accounting, bookkeeping, grant writing, legal counsel, HR support.
• Trades & Maintenance: Indoor Turf management, electrical, plumbing, landscaping (for facility upkeep and improvements).
• Community Outreach & Partnerships: Developing relationships with local businesses, schools, and community organizations; program development for underserved populations.
• Development/Fundraising: Developing ideas and relationships with local businesses to bring in more donations to the club, which allows for us to enhance our club and programming.

 

Nordic will check and keep a record of the volunteer hours contributed by our scholarship families. This is to make sure the required hours are on track and met.

 

A. Consequences for Families not meeting Volunteer Hours:

1. Future Scholarship Consideration: Failure to meet the agreed-upon volunteer hours will be a significant factor in future scholarship applications with Nordic. The amount of the future award may be adjusted based on past volunteer performance.
2. Monetary Repayment: In cases where volunteer hour commitments are not fulfilled, Nordic Soccer Club reserves the right to request monetary payment from the family. This payment would be proportional to the percentage of the scholarship awarded for the previous season. For example, if a family received a 50% scholarship and did not complete their volunteer hours, they may be asked to repay a portion of that 50% amount.

B. Player Consequences

Players themselves will also face consequences for lack of commitment to attend all training sessions, games and events. These may include:

Players with unpaid balances from the prior year are not eligible to play for Nordic and their scholarship requests will be deferred until that balance is paid.

• Reduced Playing Time: Players may experience a reduction in playing time during games or practices, at the discretion of the coaching staff.
• Suspension from Games: In more severe or repeated instances of unfulfilled hours, players could face suspension from upcoming games.
• Ineligibility for Team Events: Players might be excluded from special team events, such as banquets, team-building activities, or travel tournaments, until the volunteer hours are met or an alternative arrangement is made.
• Impact on Future Team Placement: Consistent failure to meet volunteer hours could be considered during future team placements, potentially affecting a player's ability to join a desired team or level.

 

Special Circumstances

Nordic recognizes that unforeseen events can sometimes make it difficult for scholarship families to meet all program requirements, including volunteer hours or other commitments.

If your family experiences significant, unforeseen circumstances that impact your ability to fulfill your obligations, you may submit a written request for special consideration.

 

Volunteer Sheet/Letter/Signup Process

To streamline volunteer coordination and ensure clear communication with Anonymity

1. Annual Volunteer Commitment Form: All scholarship families will receive a dedicated form outlining their mandatory volunteer hour commitment and initial Nordic Cup assignments.
2. General Volunteer Signup Portal: An online portal or recurring communication (email, team app) will list all available volunteer opportunities with dates, times, and roles. This will be updated regularly.
3. Regular Communication: Clear and timely communication will be sent out regarding specific volunteer needs, particularly for Nordic Cup and other major events.
4. Volunteer Tracking: A system will be implemented to track volunteer hours for all families, especially scholarship recipients, to ensure commitments are met.

 

This comprehensive plan aims to create a robust and fair system for both scholarship allocation and community engagement, strengthening the Nordic Soccer Club for all its members.