SPYHA is using the DIBS system to schedule and manage our volunteer opportunities. Each season you will need to do the following:
STEP 1: CLICK HERE to activate your 2017-2018 Volunteer account. This activation prepares your Account to become a user of DIBS. This activation is required of all volunteers. For a step-by-step guide, please see the SPYHA DIBS Registration Step-by-Step Guide
STEP 2: CLICK HERE to start choosing opportunities that SPYHA has available for you to sign up for! NOTE: Please pay attention to the DIBS session that you enter. Be sure to look under the 2017-2018 volunteer session for opportunities April 1, 2017, and later. You will NOT see these opportunities under the 2016-2017 volunteer session.
STEP 3: Check DIBS regularly for available opportunities. Some opportunities go fast and you won't see them unless you check often!
Please only create one volunteer registration for each family. For each volunteer shift/duty, simply fill out the name (first AND last, please) and contact information for the volunteer who will be responsible for fulfilling that duty. Having one person coordinate this for each family makes reconciliation of DIBS hours much simpler.
Do you need concession stand training?
If you have not yet attended a concession stand training,you MUST attend concession training. Those who wish to have a refresher are welcome as well.
Next training is scheduled:
Wed. Jan 10th, 5:30-6:15 pm (during Mini-mites)
Wed. Jan 17th, 6:15-7:00 pm (during mites)
Meet outside the upper concession stand.
DIBS shifts that have been claimed may be cancelled a minimum of seven days in advance of the shift. The “cancellation request” must be submitted to the volunteer committee, in writing (email: firstname.lastname@example.org). The cancellation request is not considered accepted until an affirmative email has been received by the requestor from the volunteer committee. (Please do not assume that an email has been received: wait for confirmation.)
Volunteers who wish to cancel with less than seven days advanced notice must find an appropriate replacement, and email the replacement’s name and contact information to the volunteer committee (email: email@example.com). The original volunteer will be held responsible for the volunteer time and penalized as a “no-show” if the replacement does not complete the shift as scheduled. In case of illness or emergency, contact the volunteer committee as soon as possible BEFORE the shift (firstname.lastname@example.org).
If the volunteer is scheduled for the concession stand and needs to cancel due to illness or emergency, the concessions committee also must be contacted at email@example.com. Any exceptions to the DIBS Cancellation Policy require approval of the SPYHA Board of Directors.
Waivers of “no-show” penalties must be requested in writing and be approved by the SPYHA Board of Directors.
Kathy Thornton, Sue Culbertson, Mary Jo Blumer
Volunteer requirements are per family (NOT per skater), based on the highest level of hockey in the family. (For example, a family with an ADM player and a Squirt player is responsible for 40 credits of volunteer time.)
Again this year we have a requirement that a portion of EVERY family's volunteer commitment to be fulfilled by working in the concession stand. The concession stand is critical to the financial success of SPYHA - it is the most effective way to control expenses which otherwise would need to be passed on to families in the form of dues increases. In both 2016-2017 and 2017-2018 seasons, all the profit from the previous year's concession concessions was applied directly to reducing dues!
There is a separate volunteer buy-out for concession stand hours.
Mite/Mini-mite families.............20 volunteer credits, 5 of which MUST be in the concession stand
Travel families............40 volunteer credits, 10 of which MUST be in the concession stand
Most volunteer tasks will be one hour per volunteer credit (credit to hour translation will be determined on a per case basis for skilled trade jobs/tasks like a plumber, electrician, etc.)
The volunteer ‘calendar’ will run from April 1st through March 31st corresponding with each hockey season. A ‘buy-out’ of volunteering will be allowed. The buy-out value is determined by the highest player level for a family (e.g., a family with a squirt player and an ADM player would buy-out at the travel rate). Families may choose to buy-out for their concession stand hours only, their regular volunteer hours, or both. Buy-out payments must be received by the indicated payment due date.
Volunteer Hours Buy-out 2017-2018 season
Level of participation
Payment due date
Concession hours buyout*
Regular volunteer hours buyout
October 31, 2017
Mites / Mini-Mites
Session 1 – November 14, 2017
Session 2 - February 1, 2018
$75 (season) /
$170 (season) / $85/session
*Concession stand hours buy-out rate is $15/credit. Once the buy-out decision and payment have been made, no monies will be refunded for subsequent volunteer time.
**Families with only midget-level players have been granted a buy-out extension based on varsity team selections. Buy-outs from midget-level families must be received by November 25, 2017.
A statement will be sent to families on or around February 1, 2018, outlining remaining volunteer time each family is responsible for. If the number of remaining volunteer commitment hours exceeds five, the family will be invoiced for the remaining credits at that time, with payment due by February 28, 2018. Regular volunteer hours that are not fulfilled are invoiced at a rate of $15/credit, while concession stand credits that are not fulfilled are invoiced at a rate of $20/hour. If families subsequently fulfill their time, they will be reimbursed for their hours worked. Families who do not fulfill required volunteer credits by March 31, 2018, and did not receive invoices previously, will be invoiced as outlined above.
Most volunteer hours can be claimed on the SPYHA website via the DIBS system. After you register and login to the DIBS section of the site, you can claim volunteer jobs that fit your time, talents and schedule. These opportunities are available on a first-come, first served basis. After someone claims a job, no one else can. In order to maintain a commitment for jobs claimed, the following policy has been implemented.
Claimed but Unfulfilled Jobs
Failure to show up for a task that you signed up for will result in a monetary penalty of $30 per credit (payable within 7 days or all children from that family will be held out of SPYHA functions), and the credits will not be counted. If you cannot fulfill your claimed task, you are responsible for finding a qualified substitute. In case of emergency, contact the coordinator for the task and the volunteer committee for guidance.
1. Serve as a representative for the SPYHA Board of Directors (election based)
2. Serve as a committee chair, committee co-chair or committee member
3. Work in the concession stand or at special events (see below)
4. Attend a board meeting and stay informed (1 credit per meeting).
5. Other opportunities
Committee work: (not all committees have openings each year due to size needs or previous commitments from members, etc.)
Webmasters Annual Fundraising committee*
Communications committee* Equipment Managers
Volunteer committee Registrar
Concessions committee* Public relations
* denotes current need
Coach or team representative:
Note: SPYHA coaches must undergo background checks and USA Hockey training and be recommended by the ACE Directors and approved by the Board of Directors. Interested potential coaches should contact the ACE Directors (firstname.lastname@example.org) for consideration and additional information. Note that only approved coaches or student coaches are allowed on the ice for SPYHA practices/games for liability reasons.
The Volunteering Plan was presented by the committee to the board and approved at the April 2011 board meeting.
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