Volunteer Policy

The Cyclones are a non-profit, community-driven youth hockey organization—and we thrive because of the time, energy, and spirit our families bring to the rink. Volunteers are essential to providing a great experience for all our youth athletes while keeping our program operational.

Following its implementation last season, the Cyclones Board of Directors has established this formalized volunteer program as an ongoing standard for all member families. We require every family to be part of this tradition by pitching in to help make the season a success.

Policy Overview

• Minimum Requirement: Each family is required to complete 10 volunteer hours during the season.
• Volunteer Fee: **NEW for 2026-2027** The Volunteer Fee will NOT be collected at registration and will NOT be included in any payment plan. However, families who do not complete the required 10 volunteer hours over the season will be assessed a $200 Volunteer Fee.
• At the conclusion of the volunteer season, the club will review volunteer participation. Families who have not fulfilled the 10-hour requirement will have a $200 installment added to their Crossbar account, with payment due on March 23.
• Families who complete their volunteer commitment will not be charged the Volunteer Fee.

Volunteer hours are tracked by your Team Manager and the Cyclones Board. Hours can be earned through both team-based responsibilities and club-wide events.

Team-Based Volunteer Opportunities

The following essential roles qualify toward your 10-hour seasonal requirement:

• Head Coaches
• Rostered Assistant Coaches
• Team Managers
• Penalty Box Attendant (Home and away games)
• Score Sheet Operator
• Game Clock Operator
• Gameday Music
• Locker Room Monitor - Two (2) per team throughout the season
• NOTE: Locker Room Monitors must be USA Hockey Safe Sport Compliant (required fee for this). **See Locker Room Monitor Requirements below

⚠️ Important Note on Team Duties: The roles listed above are also considered fundamental, required responsibilities for supporting your player's team. Even if your family has already completed your 10-hour organization requirement, you are still expected to take part in these routine team-based duties when scheduled.

All Locker Room Monitors need to complete the following registrations and certifications:

• USA Hockey Registration: Annual (free) registration that must be completed each season starting on April 1. You will receive an electronic copy of your registration from USA Hockey and must add the USAH number to your Crossbar account each season.
• Click here: USA Hockey Volunteer Registration

• Background Screen: USA Hockey has instituted a national background screening program. The screening is required every two seasons. Background screening is done through NCSI and takes an average of 10 - 14 business days to be completed. Background screens through NCSI under the national program will cost $30 for all domestic screens.
• Click here: USA Hockey Background Check

• SafeSport Certification: The Safe Sport Training and Refresher Training are each valid for twelve (12) months. Safe Sport is a yearly requirement and consists of a core course followed by three refresher courses. Every fourth year one must take the core course over again. No cost associated.
• Click here: USA Hockey SafeSport Certification

These are USA Hockey requirements and must be completed in order to qualify for Locker Room Monitor role. The Cyclones organization HIGHLY recommends assigning to Coaches (since they're already Safe Sport and background checked), if possible.

Throughout the season, we’ll have many opportunities to support the club beyond your player's team, including:

• Welcome Back BBQ
• Winterfest
• Apparel sizing events
• Picture Day
• Golf Outing Preparation
• Mite vs. Midget Game
• Senior Night
• St. Patrick's Day Parade
• Playoff assistance at Fox Valley Ice Arena

⚠️ We’ll post opportunities as they arise and share reminders throughout the season.

Q: Can multiple family members split the hours? A: Yes. Any adult family member (parents, guardians, adult siblings 18+) can fulfill the hours on behalf of your family's account.

Q: Can I carry over extra hours to next season? A: No. Hours do not carry over from season to season. Our operational needs require consistent volunteer support every year.

Q: Who do I contact if my hours are missing or incorrect? A: For team-specific game hours, please contact your Team Manager first. For association-wide events or general policy questions, email Volunteer Management.

Q: What if I don't meet the 10 hours requirement for the season? A: At the conclusion of the season, Volunteer Management will review participation and completion and any families who did not meet the requirement will be charged a $200 volunteer fee on or around March 23.

This year we will be utilizing a centralized tracker for all teams. Please visit the below link to find your respective team sheet:

Please reach out to Volunteer Management at Volunteer@cycloneshockey.net for any questions or issues.