2024- 2025 Policies & Procedures

(To be set annually by the elected officials and presented to association members at the late summer meeting with a majority vote approval.)  

Sanctioned Sports

Fall: Girls Cross Country – Varsity

Boys Cross Country -- Varsity

Co-ed Soccer – Varsity

Girls Volleyball – JV and Varsity

Winter: Girls Cheerleading - Varsity

Boys Basketball – JV and Varsity

Girls Basketball – JV and Varsity

Archery – JV and Varsity

Spring: Boys Baseball – Varsity

Girls Fast Pitch Softball - Varsity

Golf - Varsity

Fees & Fines

JV Fee per Sport $60

Varsity Fee per Sports $75

Fine for Late Fee (to be added to fee if not sent by the dates below) $10

· Fall Sports’ Fees due by 9/15

· Winter Sports’ Fees 11/15

· Spring Sports’ Fees due by 3/15

Team Schedules, Rosters (include the player’s first and last names, number, and grade), and Pictures must be sent to the website by the following due dates: (A late fee of $10 will be assessed if schedules, rosters, and/or pictures are not sent.)

· Fall Sports due by 9/15

· Winter Sports due by 11/15

· Spring Sports due by 3/15

Reminder: Team Rosters/Eligibility Forms and Birth Certificates for new athletes are also due by above dates.  Send this information to: KCAA, PO Box 542, Hillview, KY 40129 (or send UPS or FedEx to KCAA, c/o Dan Mangus, 3604 Waterfall Ct., Shepherdsville 40165).  Do not fax birth certificates, nor send electronically.  Rosters and other forms must be mailed.

Deadline for teams to declare participation no longer coincides with the dates of the Sports’ Fee. Fall sports teams need to be declared by July 1, Winter teams by October 1, and Spring teams by February 1.  After the deadline, no team will be obligated to recognize the late comer’s entry into the field.  A list of schools participating in the various sports and their eligibility will be posted on the website.  This procedure will allow all schools to know how many games to schedule and which games will count towards the postseason.  Schools could remove their teams after the deadline, but the list would provide adequate information in one location to enable more efficient and timely scheduling.

*In order to get name recognition on the official KCAA website and a free link to their home address, each team is responsible to pay a $135 web fee per year unless they have paid at least $135 in sports fees for the year.

Each school must name an acting athletic director even if it is a volunteer position and submit an updated contact number for the AD to the website by the Roster/Schedule Deadline dates.  The AD should maintain updated contact information for the school and themselves.

*$10 fees are applicable for non-compliance.

Each school is required to keep a current certificate of insurance on file with the KCAA office listing the KCAA as covered.  It should be turned in at the late summer meeting.  When requesting the COI, you would list KCAA with the mailing address.

Budget (Budget with Treasurer’s Report to be presented at late summer meeting.)

· President’s Budget Cap - $500 without approval of the board if not part of budget.

· A $1500 stipend will be paid to the president (if funds are available at the end of the fiscal year) as stated in the Bylaws of KCAA, Inc. (written for the 501c3)

· All-Star Budget - $700

· Web payment to Jeff Massey $150 per month

Region Alignment

Tournament Dates/Locations & All-Star Game

*To be set at spring meeting and confirmed in late summer meeting.

FALL 2024:

Varsity Volleyball Tip-off             8/16-17 @ Oak Ridge

Varsity Cross Country           10/5 – State Meet @ Frankfort

                                                            (voted to be rotated)

Soccer 9/30 – Mr. Soccer letters are due

10/7 – All-State nominations are due

10/7-8 – Quarterfinals @ Higher Seed

10/10 – Semifinals @ Etown Sports 6:30

10/12 – Championship @ ESP 6:30

JV Volleyball 10/11-12 @ Lakeside

Varsity Volleyball 10/14 – Miss Volleyball letters due

10/21 – All-State nominations are due

10/18-19 –Super Regional Tournaments

10/25-26 – KCAA Varsity State Tournament

@ West Jessamine

WINTER 2024 - 2025:

Boys Varsity Tip-Off Classic 11/8-9 @ Galilean

Girls Varsity Holiday Classic 12/6-7 @ Oak Ridge

JV Basketball           2/14-15 @ Micah

Varsity Basketball   2/17 - Mr/Miss Basketball letters due

2/24 – All-State nominations are due

2/21-22 - Super Regional Tourney    

                                                2/27-3/1 – Quarterfinals-Championship @ WJHS

All-Star Basketball Games              3/8 @ Immaculata

Spring 2025:

Archery                                      3/22 @ Grace Christian

Varsity Golf 5/27 @ Grace Christian

Varsity Baseball 5/19 – Mr. Baseball letters are due

  5/26 – All-State nominations are due

5/27 – 1^st Round Games @ Higher Seed

5/29 – Semifinals @ Grace Bible

5/30 – Rain-out date

5/31 – Final @ Grace Bible

Varsity Softball 5/19 – Miss Softball letters are due

5/26 – All-State nominations are due

5/27 – 1^st Round Games @ Higher Seed

5/30 – Semifinals @ Grace Bible

5/31 – Final @ Grace Bible

 All-State Team (Varsity only)

All-State Nominations will be voted on by all of the coaches.

All-State Teams: 10 each for the following – Soccer, Volleyball, Basketball, Baseball, & Softball (Subject to number of teams competing; capped at 10.)

All Tournament Teams

Each school participating in the tournament will be allowed one player selected by the coach.  From the championship game, each team will have two players selected by the coach and the MVP will be selected by the coach from the championship team.

Trophy Sizes

Varsity State Trophies to be provided by the KCAA.

1^st Place – 25 ½ in tall (recommended)

2^nd Place – 20 ½ in tall

Junior Varsity Trophies to be provided by the KCAA.

1^st Place – 23 ½ in tall (recommended)

2^nd Place – 18 ½ tall

Varsity Regional Trophies/Tip-Off/All-A Tournament

1^st Place Trophy is to be less than or equal to 24 inches.(recommended)

2^nd Place Trophy is to be less than or equal to 18 inches.

Boys & Girls Basketball/Varsity Volleyball State Tournament

Each super-regional winner and runner-up will be seeded 1-4 (The winners of the super-regionals, are not automatically seated as 1 and 2.)

Each super-regional 3^rd place team will be seeded within 5-8 along with two wild card teams.

Consideration will be given to not allow regional members to play each other in the first round.

Seeding will be done by the elected officers and is based upon the team’s best overall record and strength of KCAA schedule. (Seeding is not based on winning percentage.)

The format for all varsity volleyball matches will be best 2 of 3 sets, rally scoring, with the third set being to 25, no cap, per the NFHS Rules Book.

Double -Elimination tournament brackets for both JV and varsity volleyball have been set.

Tournament Fees will be charged.

JV Volleyball and JV Basketball State Tournaments

JV 8-team state tournament seeding will be one team from each region (unless a region just has one participant), and then the rest of the seeding will be chosen as Wild Card teams as determined by the officers.

Soccer/Baseball/Softball State Tournaments

All teams are required to play 75% of KCAA eligible teams participating; not including your own team and use mathematical rounding rules (ex. 7.4 = 7 and 7.5 = 8) to find the number.  The number is to be set at the spring meeting for the fall sports and the late summer meeting for the spring sports.  

Minimum number of games played to be eligible for post-season play will equal the number of teams participating.  For example, if 10 teams are participating in soccer, 10 games must be played.

For the fall of 2024, member schools will be allowed to use homeschoolers to field a soccer team and be post-seaon eligible but must limit it to 33% of their roster.

For the sports season of 2024-25, member schools may combine to form a soccer team, softball team, and/or baseball team.

For Fall 2024: Soccer must play 4 teams and 5 games.

For Spring 2025: Baseball must play _ teams and _ games.

      Softball must play _ teams and _ games.

If there are less than 8 teams participating, all teams proceed to state tournament.

For quarterfinals, the lower seed travels to higher seed field; if referees or umpires are not available close to tournament time, then set locations will be decided in advance.  Final Four tournament games will be held at a host tournament location.  Tournament Fees will be charged.

Boys Basketball Tip-Off Classic & Girls Holiday Classic

The top 8 teams from the prior year’s varsity state tournament are automatically included.  If a team does not wish to participate, the host school will select another team to participate based on their ranking from the prior year.  Host school also decides on seeding of tournament.  A tournament fee will be charged.

Soccer

All soccer matches must be presided over by three official referees; due to hardship, schools are permitted to utilize two soccer referees per game per a gentlemen’s agreement.

Volleyball Regulations – These rules apply for both season & tournament.

Regular Season Varsity Play – Standard format will be best 2 of 3 sets to 25, rally scoring, with the third set being to 25, no cap.  Individual contests, by advance mutual agreement of the competing schools, may be played in best 3 of 5 sets, rally scoring, with the fifth set being to 15. Member schools may agree in advance during regular season tournaments on alternate scoring formats.

Regular Season Junior Varsity Play – will be best 2 of 3 sets to 21, rally scoring, with the third set being to 21, no cap. Member schools may agree in advance during regular season
tournaments, on alternate scoring formats.

Warm-up Time, Regular and Post Season – Standard 15 minutes of warm-up time between
matches: using the 4-5-5-1 format (4 minutes of share; 5 minutes of each team with
serving team taking court first, and 1 minute back at the bench area prior to taking the court)

Please note that there is no cap and schools could not vote to choose to alter any of the above.

All volleyball matches must be presided over by two official referees; due to hardship, schools are permitted to utilize one volleyball referee per game per a gentlemen’s agreement.

Spandex shorts may not be worn as an outer garment by anyone on the team, including the coaches and other bench personnel; and volleyball shorts must have a minimum of a 5-inch inseam and cover the thigh. Team members in violation will be disqualified immediately. Opponents may play the game under protest, if the “situation” calls for it.

Basketball

JV Half Times – No more than eight (8) minutes.

Varsity Half Times – No more than twelve (12) minutes.

JV Warm-Up Time – Minimum of 10 minutes.

Varsity Warm-Up Time – Minimum of 12 minutes.

*or mutual agreement between coaches for above times.

All basketball games must be presided over by three official referees; due to hardship, schools are permitted to utilize two referees per game per a gentlemen’s agreement.

Cheerleading Regulations

To participate in a KCAA event, a fee for JV or varsity is applicable. (In other words, if your cheerleaders are cheering on the sidelines of a basketball game, there should have been a fee paid to the league.) KCAA Cheer must adhere to NFHS Cheer/Spirit Rules during all practices, games, and competitions. Any rule that necessitates an amendment is published on the web site.

Baseball

KCAA follows the KHSAA rules regarding pitching.

Tournament fees will be assessed, and teams need to supply 6 official NFHS-stamped baseballs for the tournament.

All required games (75% of the number of participating teams) must be scheduled before the last Tuesday before Memorial Day.  The week before Memorial Day is reserved for rain out/ make-up games.  If a team is unwilling to reschedule games during this week, then those games will become forfeits.  Rainouts can be rescheduled anytime prior to these dates but these are the designated make-up dates.  Games above the 75% can be scheduled during the make-up week, but both parties must realize those games can be canceled in order to make up rainouts.  

Baseball State Tournament Pitching Rules:
KHSAA tournament pitching rules will be utilized if quarterfinals are played on Tuesday or Thursday.  If the semifinals are played Friday, then the “rolling 9” (or 120-pitch count)
rule will be applied.  Since not all teams will know when games will be played or if rain outs have occurred in other locations, then KHSAA rules will be applied to those teams completing their games on Tuesday or Thursday and the “rolling 9” (or 120-pitch count) rule will be applied to any teams completing their semifinal/final on Friday/Saturday.

Softball

Tournament fees will be charged and each team will need to supply 2 official softballs for the tournament.

The last Tuesday before Memorial Day marks the cut off for scheduling regular-season games. The week before Memorial Day will be reserved for rain out make-up games.  If a team is unwilling to reschedule games during these dates then those games will become forfeits.  Rainouts can be rescheduled anytime prior to these dates, but these are the designated make-up dates.  

Spirit/Artificial Noisemakers

Cheering for your team is allowed during free throws and volleyball serves, but trash-talking (a form of boast or insult heard in competitive situations and often used to intimidate the opposition) is prohibited.

1) Per NFHS playing rules, artificial noisemakers shall be prohibited. Home or game management is responsible for enforcement.

2) Artificial noisemakers include:

a) Cowbells

b) Sirens

c) Clackers

d) Cans or jugs with rocks or marbles

e) Various other creations

f) Any electronic device not used by the band

3) Megaphones are allowed to be used by cheerleaders as long as they are used in the traditional sense. Megaphones are not to be used to bang against the floor or wall to incite crowds or intimidate players. Megaphones may not be used by fans as noisemakers.

Heat Index

The KHSAA does not play a game if the heat index exceeds 104 degrees. KCAA will adhere to this policy.  

Please note the latest Recommendations for Cooling Methods Due to Heat Related Illness:
http://www.khsaa.org/sportsmedicine/heat/kma2009coolingmethodsrecommendation.pdf

KHSAA/KMA Safety Course

The KHSAA and the KMA have released the online Safety Course for coaches.  Completion of this course is required for all KHSAA head coaches, as well as for any other coach who may be with a team without a head coach present.  This includes assistant/junior varsity/freshman coaches, volunteer coaches, etc.  At any point during the year when a head coach will not be present for a game/practice/workout, there must be at least one coach there who has completed the online course.  http://www.khsaa.org/safety_course/  The KCAA recommends all coaches to pursue completion.

Clarification of JV-student eligibility

Junior Varsity: Any athlete, upon entering his/her freshman year, shall only have 4 semesters of eligibility for J.V. play. An athlete is ineligible for J.V. play if he/she turns 17 before August 1 of the school year. No players below 5th grade allowed. No juniors, regardless of number of previous semesters played or age, are allowed to participate.