Coordinators' Page

coordinators should review this page frequently as updates and changes will be posted often / as needed. 

Topics on this page are listed alphabetically.

Adding players after registration

Teams and programs can add players after registration, however the player must be the same caliber players as the team or of lesser caliber.  

If the player is a stronger caliber then they cannot join the team until the second half of the season but must be added before the deadline and you should submit a adjustment request telling us that you are adding a better caliber player to your team.

The deadline for adding players in the deadline for submitting adjustments, this season that is 12/23/2024.  No players can be added after that date.

Players are adding using the player registration form.

Revised 12/12/2024

Communication:

Coordinators are responsible for being the conduit for communication with their coaches and parents/guardians.  

The WMCYO home page, www.wmcyobasketball.com  should be shared with all coaches, volunteers, and parents/guardians.  

Also ALL programs are required to have a Gmail account,  this will is required for the Dashboards, Scheduling and Score Entry.   The Gmail account is the only account that will have access to the above documents, this information is considered confidential so access will be kept extremely limited.    

Revised 10/15/2024

Entry Fees

Almost all WMCYO programs charge an entry fee to watch a game, the fee can be up to $3.00 per person.  

Players schedule to play in the game and up to a maximum of 3 coaches per team are admitted fee.  Only players on the team is scheduled to play are admitted free, players from other teams or games may be charged a fee.  

It is a maximum of 3 coaches - you may be asked to sign in by the home program.  If you are not a coach please don't claim to be one.  The forth person asking will be asked to pay even if it is the head coach!  Only people listed as coaches on your roster may enter for free, so if you only listed one coach then only one can be admitted free!

Gyms can and will report programs and teams that cause issues with paying and may be prohibited from playing again.

WMCYO Board members and Division Coordinators are also admitted free.

Posted 11/15/2024

Fees - Registration

There are 3 - 4 potential fees that need to be paid to WMCYO Basketball to participate in the league

Team Registration Fee:  

For Catholic Parish & Catholic School Teams - $225.00 per team

For All other programs  - $275.00 per team

Insurance Fee:  10.00/player

For this season ALL programs must pay this fee, there is no opting out or applying for coverage under your insurance.   

See the Insurance Update for more information

Cancellation Fee Deposits:  (2) $100.00 Checks

This season we are requiring (2) separate $100.00 checks.  These will not be deposited unless you are charged a cancellation fee.

Blackout Fee (Optional):  $25.00 per team per blackout date per team.  This fee must be paid at registration or the blackout dates will not be applied.  For more information please see the Blackout section on the Schedule page. This fee should be on a separate check from other fees.

Insurance & Registration Fees can be combined in the same check.  Blackout Fee should be a separate check, as should the Forfeit fees be in two separate checks.  A list of the fees owed (not including Forfeit fees) can be found on the Fee tab in your dashboard.

All fees need to be paid/submitted to WMCYO Basketball on registration days.

Revised 11/7/2024

forfiet fees

Any visiting team cancelling or requesting a change that the home team cannot or is not willing to change maybe assessed a forfeit fee of $100.  If the visiting team cannot make a game they can avoid paying the fee if their coordinator finds a team to play in their place - the replacement team needs to be approved by both the home coordinator and WMCYO.  In extreme cases (weather, COVID, etc.) WMCYO may opt to NOT asses a fee - but that if a decision to be made by WMCYO. Obligations to other leagues or tournaments are NOT extreme cases!

If your program uses both of their forfeit deposits, you program will be required to submit (2) more $100 checks.  Failure to do so may result in your home schedule being cancelled or you teams not being scheduled for the remainder of the season or the tournament.

See the Game Cancellation section on the Schedule page.

Posted 12/12/2024

INSURANCE UPDATE:

WMCYO Board has decided that for this season it is mandatory that ALL programs will have to purchase WMCYO Insurance regardless of any other insurance your program carries.  This year's insurance rate has not been set yet,  last year's rate was $10 per player - we do not anticipate a significant increase, if any increase at all. 

(Reminder WMCYO Insurance is a "gap" insurance, which means it only covers medical expenses that are not covered by the individuals primary insurance.)

Posted: 8/27/2024

Jamboree

There will be a jamboree for all 3rd & 4th grade teams as well as the 2nd Grade Developmental teams this year.   The jamboree is MANDITORY and all teams are required to attend.  The teams will be evaluated by several members of WMCYO and will be placed in divisions at the end of the jamboree based on their performance.  At the jamboree the coach will be asked to confirm what players are in attendance or not, if a player is not in attendance the coach will be asked to confirm their abilities in comparison to the rest of the team.  The coach should also inform the evaluators if there team's performance was above or below normal.

See the Dates and Deadlines form that can be found in the Calendar section of this page.

The schedule for the Jamboree will be released on the Monday or Tuesday prior to the Jamboree, there will be no adjustments.  Attendance is mandatory.

Revised 11/5/2024

Parent, Guardian & Spectators - Issues

Coaches need to remember that while the most important concern is for their players, at away games coaches are also responsible for their teams spectators.  If the gym coordinator has to stop a game or speak to parents / guardians / spectators from their team the coach should help address the situation.  Gym Coordinators have the authority to removed disruptive people from their gym if needed.  If the parents / guardian / adult refuses to leave the gym coordinators can suspend the game and or call the police.  It is in the players / teams be interest to not let any potential issue escalate to the point of suspending the game or need to call police.  If a game is suspended because of adults causing issue the team that the adults are associated with with forfeit the game, and the adults will face further sanctions from WMCYO Basketball.

Coordinators should report all issues to WMCYO ASAP.  The issue should be reported to the Division Coordinator, and they will get the appropraite WMCYO Officals invloved.

Posted 1/15/2025

Player Eligibility guidelines

WMCYO Basketball will be making changes to Player Eligibility Guidelines for 2025 season.  

Players will still only be allowed to play on only one team, but if there is a Catholic program in their community they will be required to play for that program in community unless a waiver is granted or there is no space on that team.  

Players must sign up or attempt to during the normal signup period.  Waiting to signup late or once the normal process for their home community closes in attempt to work around or find a loop hole will not be permitted, and the player will possibly be made ineligible to play in WMCYO.

Rules for team shopping and team jumping from season to season will all be made stricter, and may result in ineligibility.

Reminder while WMCYO allows non-Catholic teams join our league, we reserve the right to prevent any team or program from entering the league in future seasons.  Teams that wish to have selected players from multiple communities will not be allowed to participate in WMCYO.

Updated 12/12/2024

player addition guidelines

See Adding Players After Registration.

Added 12/12/2024

second grade developemental teams

Again this season the Second Grade Developmental division will be run by St. Thomas - West Springfield.  Again this season there will be no fees charged for this program, both Insurance & Registration fees are waived for these teams.

NEW - these teams must have their rosters, coaches, coordinators & schedules must be submitted via the standard process for all other teams.  The rosters, profiles & coaches must be submitted by the same deadline as the 3rd & 4th Grade teams.  

These teams MUST attend the jamboree.  We anticipate that most of the teams will participate in the developmental program as usual.  If the evaluators at the jamboree feel the team is too strong to participate then the team will be asked to join the 3rd & 4th grade division at a low level.  If the team choses not to join they will not be forced to do so, however if they are too strong for the developmental program their schedule may be reduced or eliminated.  Joining the 3rd & 4th Grade division half way through the season may not be possible.

Posted 11/5/2024

Team placement, evaluations & adjustments -

Team Placement & Evaluations

3rd & 4th Grade Teams and 2nd Grade Developmental Teams will be scheduled & placed at the jamboree based on the Team Evaluation form you submit in Step 3C of the registration process.  At the jamboree they will be evaluated against teams that had the same division evaluations by their respective coordinators.  After the jamboree the WMCYO members that viewed all teams will place the teams in divisions based on the performance at the jamboree.   The divisions will not be announced until the the first part of the schedule is released.  The only exception will be the 2nd Grade Developmental teams, if the evaluators feel that the team is too strong for the Developmental League then they will informed & a discussion will be had about options (which would likely involve them playing in the low division of the 3rd & 4th  program.)  There will be no adjustments until the end of the first half of the schedule, so do not request one.

5th & 6th Grade  and 7th & 8th Grade Teams are placed in divisions based on the Team Profile form submitted by the coordinators about their own teams.  For 5th & 6th Grade and 7th & 8th Grade teams it cannot be stressed enough that your request about pressing will drive your placement.  If you choose "Definitely Want to Press" they you are all but guaranteed that you will be put in a pressing division.  Therefore if you request to be D4 but Definitely Want to Press you will be placed in a the lowest pressing division which could be D1 or D2.  Also if you believe you are D1 or D2 there is a strong chance you will be in a pressing division regardless of your press request.

Team profiles are requests/suggestions about placement.  WMCYO Basketball makes the final decision on placement.  Placements will NOT be announced until the first part of the schedules are released.  There will be no adjustments or changes made prior to the adjustment period and second half of the schedule is published.  If there are extreme or extenuating circumstances WMCYO Basketball will review the situation; however prior to games starting or 1 game will not be considered extenuating. 

The top division in each age and gender is typically always call Division 1, just because it is called Division 1 does not mean that the teams are Division 1 based on the criteria on the profile - it just means they are the top teams.  In past seasons we have had minimal teams submit high evaluations there for teams that submitted Division 2 or even Division 3 may be called Division one because they are the top teams.

Adjustments

Typically after the first three weeks of the season adjustment requests can be submitted online via a form that will be placed on your dashboard.  THERE IS NO IN PERSON ADJUSTMENT MEETING.  All adjustment request must be submitted via the form, by the deadline.  No late requests will be accepted. No text, no email, no phone, or no in person requests will be accepted.  If not summitted via the form the request will not be evaluated.  Reminder these submission are requests, WMCYO Basketball makes all final decisions.  It should also be noted that while the requests are summited after week 3, games continue typically through the beginning of January before the adjustments take place.  

This season adjustment request deadline will be 12/23/2024, and games will continue until 1/9/2025.  Adjustments will not take place until the second half of the schedule is issued, which will be games on or after 1/10/2025.

At the end of the season, before the tournament there is another opportunity to submit requests for adjustment for the tournament.  All of the same rules apply to this adjustment.

Adjustment requests are requests, WMCYO makes all final decisions.  

Not requesting any adjustment does not mean that a team will not be adjusted, WMCYO may decide to adjust any team without approval or request. 

Revised  12/12/2024

Rule of Three

WMCYO Basketball requires a minimum of three people be in a gym at any time, there is to be no one on one coach player instruction.  There must either be two adults and player, or two players and an adult.  This is required by our insurance policy.

Posted 12/4/2024

Scorebooks

All gyms are required to keep a official scorebook at each game.  Gyms should have (2) scorebooks.  The first for the game being played, the second for the next game.  This allows the score book to be filled out while the current game is still being played.  The head coach or their designee must fill out the book.  Each player must have their FULL name (both first and last names) and their jersey number.  Before the game the head coach needs to sign  the book to confirm that it is correct.

In the event of an issue we will ask for a copy of the scorebook be sent within 24 hours of the request, so do not leave them in an area not accessible.

WMCYO Board Members will be visiting gyms and will check the scorebooks, if it is not correct the game will be stopped so that the book can be filled out completely.  We will also look at past games, Home gyms that do not enforce this rule may have future games cancelled!

Poste 12/4/2024