The Hopkins Youth Hockey Association is an organization run by its volunteers and depends on the assistance of its members to be a successful organization. It is critical that we all share in the commitment to produce a quality program. Volunteers are absolutely essential to maintaining and growing the Hopkins Youth Hockey Association. The more volunteers we have, the better our association becomes.

Family Members need to sign-up for their volunteer shifts within their account on the hopkinshockey.com website. Sign-ups are not available in the app. You must be signed into your account in order to sign-up. Within your account, in the drop-down menu on the browser or desktop version, there is a "volunteer" section.

Under the volunteer section, members will see the total number of volunteer hours required, how many have been fulfilled, as well as any available volunteer opportunities. Select "more information" under the available volunteer opportunities to view the volunteer shifts. To sign-up for a specific shift, select the "+" for the shift and then choose the member that will fulfill the shift (only members tied to your player's profile will appear in this list).

Volunteer shifts will appear on your family calendar (website version only) and reminder emails will be sent before the shift.

HYHA Volunteer Attendance Policy

Why this matters. Every volunteer shift keeps our program running and our fees down. When a shift goes uncovered, a volunteer works the stand alone, a board member stays late, the stand closes and we lose revenue, or a tournament game is delayed. We often end up paying someone to fill the gap. This policy keeps things fair for the families who show up.

Checking in

• Scan the QR code posted at your location and check in by your shift start time.
• Your check-in is the official record of your shift. If you don't check in, we have no record you were there.
• Bring a charged phone. If your phone dies, your shift partner can check you in from theirs.

Late arrivals and no-shows

• Late: checking in after your shift start. You are credited for the time you worked, rounded down to the half hour.
• No-show: checking in more than 30 minutes late, or not checking in at all without notice.
• Two late arrivals in a season count as one no-show.

Example: You arrive 45 minutes late to a 2-hour shift and work 1 hour 15 minutes. You are credited 1 hour. Because you were more than 30 minutes late, this counts as a no-show: a $50 fee, and the remaining 1 hour is still owed.

Dropping, swapping, and subs

• 72 hours or more before your shift: drop or swap in Crossbar at no cost. Swaps must also be emailed to volunteer@hopkinshockey.com so shifts are assigned correctly.
• 24 to 72 hours before: you are responsible for finding a sub. The sub list is [here]. Email volunteer@hopkinshockey.com if you need help. If no sub is found, the fee is $20 per hour and the hours are still owed.
• Less than 24 hours before: canceling without a sub counts as a no-show.
• Subs you arrange work on your family's behalf. Their hours count toward your requirement, and if they are late or don't show, this policy applies to your family.
• Swaps with another HYHA family: when another family takes your shift for their own hours, the hours and the responsibility move to them.

What a no-show costs

• First no-show: $50 per hour not worked (the same as our buyout rate). The fee is not a buyout. Those hours are still owed, either worked or bought out.
• Second no-show: the same fee, and your family will be required to pre-pay the volunteer buyout next season.
• No-shows are counted per family and reset each season.

Example 1: A family misses two shifts during the season. That is two no-shows, so the family pre-pays the buyout next season.

Example 2: A family arrives 20 minutes late twice (one no-show) and 35 minutes late once (a second no-show). The family pre-pays the buyout next season.

Excused absences. An excused absence is a true emergency: sudden illness or injury, a family emergency, an accident or unsafe travel conditions, or the association canceling the shift. Schedule conflicts, forgetting, and other children's activities do not qualify. Requests must be made in writing to volunteer@hopkinshockey.com, before your shift whenever possible.

Appeals. Appeals must be submitted in writing to volunteer@hopkinshockey.com and are reviewed by the Volunteer Director and the President. The Volunteer Director may waive or reduce a penalty in extenuating circumstances.

Payment. Fees are charged to the card on file with the association, and an invoice is sent by email.

If a family decides to hire a substitute from the approved substitute list to work some or all of their required volunteer hours, the family is responsible for contacting the substitute, paying them at the recommended rate of $20 per hour, and communicating with the volunteer coordinator about who will be completing the shift. Volunteer credit will not be provided if the shift is not completed.

• Hiring outside subs without training and liability protection is prohibited, and anyone doing so will not receive credit for the relevant shifts. 
• If both parents are signed up for the same shift, hiring only one sub to cover that shift is not sufficient, and you will not receive credit for doing so.