Welcome to the Diocese of Cleveland CYO. We look forward to working with you as a partner in the planning, management and execution of the athletic programs of CYO. Congratulations on being appointed by your Member Administrator to lead your athletic program according to the standards of the Diocese of Cleveland CYO Charter & By-laws. Please take the time to review the Charter & By-laws located under the “About Us” tab.
The Athletic Director is critical to the management of the CYO program at the member and Diocese level. That is because you are serving as a primary contact point! Along with the CYO Athletic Director, you will be instrumental in creating a positive experience for the youth of the Diocese. Take the time to read Article 7 of the CYO Charter for a detailed job description for the Athletic Director and other leaders. Athletic Directors can touch the life of every child in their program. We are blessed for your generous time, energy and expertise. Many times over, thank you.
Late Roster Addition Reporting to Meet Minimum Requirement
5-3-2 Modifications/Additions to the Roster of a Team in CYO
A. Athletes may be added to the team roster for 14 days after the first scheduled regular season competition of the sport. If a team does not have the “minimum” number of young people on the roster (bylaw 5-3-2-B), additions are permitted after the 14 day period by submission of an ERF.
B. Roster Minimum – If a team has at least the number of athletes noted below on the team roster, the 14 day period stated in Bylaw 5-3-2 will be in effect. If a team has fewer than this number, it can add athletes that meet the general and sport eligibility rules to the roster at any point until the roster reaches the following threshold:
|1. Baseball – 13 per team||7. Soccer 11v11 – 14 per team|
|2. Basketball – 8 per team||8. Soccer 8v8 – 11 per team|
|3. Cheer – 6 per squad||9. Soccer 6v6 – 9 per team|
|4. Cross Country – 7 per competition division||10. Softball – 13 per team|
|5. Football – Flag – 10 per team||11. Track & Field – 7 per competition division|
|6. Football – Tackle – 20 per team||12. Volleyball – 8 per team|
If this situation applies to your team, please click the blue Late Roster Addition Reporting button below and enter the athletes information in the form. Parish athletic directors you must have the Team ID which is located on the Official CYO Eligibility Roster online in sportspilot to complete this form.
Things an Athletic Director Needs to Know
Having your teams registered on time is one of the most important responsibilities of an Athletic Director. Visit the page below for all of the information you will need for the upcoming season.
CYO Members are organized by geographic section. Each section represents about 1,600 CYO participants. A CYO Athletic Director and Staff member are assigned to each section to help with philosophical, administrative and eligibility questions. There also is a member of the Athletic Advisory Committee(AAC) assigned to each section. Visit the Athletic Advisory Committee for details on Section Meetings and contact information.
Click here to visit the Staff Page.
Knowing when the season begins can help you manage the tasks that need to be completed before the start of the season. Knowing when practice begins, games begin, rosters are locked and tournaments are held can give you a road map to a successful season. Visit the sport program pages for the season planners for this information. The first day of practice for each season will be: Fall – July 25, Winter – October 25, Spring – February 22.
Each season a planner is created containing important dates. Visit the sports pages for individual sport planners.
Begin your player registration as early as possible. It is recommended that player registration open at least 6 weeks prior to the team entry deadline. You can use paper or on-line registration procedures. Contact the CYO Office for on-line registration contacts.
An early player registration window, will give you time to begin talking to parents about being coaches. Once you know who and how many participants you will have begin talking to the parents about helping to coach. Use the Church bulletin, website and school newsletters to get to word to other members of the community that may be interested in volunteering. Once you have a coach, he/she needs to attend a CDP session and complete the other Diocesan requirements before they start coaching.
Don’t forget to have your coaches attend the CYO coaches meeting. Details of the season and rules are among the topics reviewed.
Have member-wide Coach and Parent Meetings before each season. This is a great way to get a consistent message to all participating families and coaches. You can talk about your expectations as an Athletic Director, the mission of CYO and your program, practice and season dates, training and fundraising. The coaches meeting should be held 3 weeks prior to the start of practice and the parent meeting 1 week before the start of practice Remember to ask your Pastor come to the meeting to help set the tone for the season!
The CYO also has Coaches Meetings. Make sure all coaches attend so they can get the latest scoop about the season. Check the calendar for details.
All teams must be registered in Sports Pilot and fees paid by the Team Entry deadline. Need more information on how to register your teams in Sports Pilot? Looking for your team’s schedules or locations to the games? Want to sanction an event? Check out the other links in your Athletic Director tab.
General Forms for Athletic Directors
Use the Diocese of Cleveland Parish Locator to identify the program that an athlete is eligible to participate. Reference Bylaw 3 regarding Eligibility Request Forms and visit our Eligibility Center page for more information.
The Eligibility Request Form below is to be used for one individual athlete seeking permission to play on another member’s team. The ERF must be approved by the CYO Office before an athlete is permitted to participate in any practices or games.Eligibility Request Form
The Eligibility Group Form below is only to be used for a group of athletes from the same CYO member seeking permission to play on another member’s team. The ERF must be approved by the CYO Office before an athlete is permitted to participate in any practices or games.Eligibility Request Group Form
Download the ERF Fact Sheet for a quick reference.
Visit our Eligibility Center page for forms and more information.
The merger process is in place for members that are joining together for the purpose of fielding a team. Each member in a merger should try to have their own team before joining with others. There is a maximum of 5 members that can be in a merger. Also a merger team is prohibited from using an ERF to have others join the team. Reference Bylaw 8 and visit the Eligibility Center page for more detailed information regarding a merger.2018 Merger Application Final Fillable
Download the Merger Application Fact Sheet for a quick reference.
The athlete pre-participation (physical) form is to be completed and submitted to the Athletic Director before the athlete is eligible to participate in a practice or game. The form contains the physical form, release form and emergency medical authorization information.Preparticipation Form