Athlete financial assistance fund (Starting 5/1/25)

1. Purpose and Overview
Minnesota Dodgeball’s Athlete Financial Assistance Fund (AFAF) provides financial support to players who need help covering the cost of league or tournament registrations, or open gym punch cards. This fund promotes inclusivity by removing financial barriers, ensuring all community members have the opportunity to participate in dodgeball.

2. Eligibility and Process

• Eligibility: All players in good standing with Minnesota Dodgeball are eligible to apply for financial assistance. Approved players will receive a discount code that can be applied to league or tournament registration fees, or toward the purchase of an open gym punch card. No personal or financial information is required, and players are encouraged to apply regardless of their individual circumstances.
• Application Process: Interested players must complete an application form, available on the Minnesota Dodgeball website, which operates on a rolling basis. If they choose, players may also select a nonprofit or organization they wish to support through volunteer hours. Applications will be reviewed twice per year (in January and June). Applications submitted after the June review will be held for the next cycle.
• Selection Process: An internal team of advisory council or committee members will review all submitted applications during the review process. Please refer to the Selection Criteria for factors that contribute to being selected. Players will be informed of decisions shortly after the review process, with a goal of notifying applicants by the end of January or June.
• Distribution Process: Once the selection process is complete, approved participants will receive discount codes based on their intended use of funds as indicated on their application form. Discount codes will be distributed by the end of January or June, following the review process.
• Annual Limit: To ensure fairness and sustainability, a maximum of ten players per year will be granted financial assistance. Players are prioritized based on the Selection Criteria. Those who are not selected may receive priority in future applications and are encouraged to reapply. If additional funding becomes available, more players may be considered for assistance.

3. Selection Criteria
The selection of players for financial assistance will prioritize those who demonstrate the following qualities:

• Good Sportsmanship and Positive Attitude: Players who consistently exhibit respectful, fair, and inclusive behavior on and off the court. This includes bringing enthusiasm, optimism, and a positive attitude to practices, matches, and league activities, enhancing the overall experience for everyone.
• Community Contribution and Engagement: Players who actively contribute to fostering a supportive and inclusive atmosphere within the Minnesota Dodgeball community. This includes encouraging and motivating others, promoting teamwork, and participating in or organizing events, charity initiatives, or other community-driven projects.
• Commitment to Minnesota Dodgeball: Players who demonstrate a strong commitment to supporting Minnesota Dodgeball through consistent participation in events, spreading awareness of the league, and engaging with the organization’s initiatives. This includes sharing their passion for the sport and the community both within and outside the league.
• Volunteerism and Giving Back: Players who show a dedication to giving back to the community by volunteering their time and efforts for Minnesota Dodgeball events, fundraising activities, or other outreach efforts that strengthen the organization’s impact.

4. Volunteer Commitment for Approved Players

• Volunteer Opportunity: Players who receive financial assistance are encouraged, but not required, to complete 2 hours of volunteer service per approval cycle at a local nonprofit or community organization. Volunteering is a valued way to contribute to our community’s mission of inclusivity, equity, and sustainability. Players who participate will receive an additional $15 discount code as a separate benefit, which can be stacked with other discount codes to further reduce costs.
• Nonprofit Selection: Players may choose from pre-approved nonprofits listed in Appendix A or propose additional organizations that align with Minnesota Dodgeball’s values. Proposed nonprofits are typically approved at the same time as the applicant’s financial assistance request. We welcome support for causes that advance LGBTQIA+ rights, women’s bodily autonomy, and environmental sustainability.
• Proof of Volunteer Hours (Optional): If players complete volunteer hours and wish to receive the $15 discount, they can provide simple proof of service (e.g., a confirmation email, supervisor note, or volunteer receipt) within 90 days of receiving assistance. While the 90-day deadline is encouraged, it is flexible to accommodate players’ schedules. Proof can be submitted to community@minnesotadodgeball.com. Those who do not participate are still fully eligible for financial assistance in future years.

5. Fund Usage and Discount Code Use

• Discount Code: Approved players will receive a unique discount code, valid for the calendar year it was issued. This code can be used during registration for any league or tournament, or for purchasing an open gym punch card within that year.
• Fund Management: The discount will be recorded as an expense from the Athlete Financial Assistance Fund and tracked in the fund’s balance.

6. Record-Keeping and Review

• Record Management: All applications, approvals, and volunteer hour verifications will be stored in a dedicated internal folder. Records will be retained for three years to ensure compliance and facilitate future reference.
• Biannual Review: The fund’s usage and balance will be reviewed twice per year (in January and July) to assess its financial health and availability. The review will primarily focus on financial metrics, such as fund allocation, usage, and sustainability.
• Annual Limit Compliance: As per policy, no more than ten players per year will receive assistance.

7. Confidentiality & Code of Conduct
All applications and financial information provided by applicants are kept strictly confidential and are only accessible internally.

Recipients of the AFAF are expected to uphold Minnesota Dodgeball’s Code of Conduct, including fostering a positive community atmosphere and adhering to league rules. Failure to follow these standards may impact future eligibility for assistance.

8. Transparency and Community Impact Reporting
Minnesota Dodgeball will publish an annual report summarizing the impact of the AFAF. This report will include anonymized data on fund usage, the number of players supported, and community contributions. The report will be published by the end of each year and made available on the Minnesota Dodgeball website. Recipients’ personal details will remain confidential, and the report will focus on illustrating the positive impact on the community.

9. Renewal and Fund Sustainability
The AFAF relies on contributions from Minnesota Dodgeball’s budget, registration fees, community donations, and potential grants or sponsorships. As funding is limited, the number of assistance recipients may be adjusted based on available resources.

Funding Contributions

Minnesota Dodgeball will allocate $2 from each player’s league and tournament registration fees to support the AFAF. Additionally, all players will have the option to contribute additional funds during registration to support more athletes in need. This optional contribution fosters a community spirit and allows players to show their support for the fund.

Financial Updates

The fund’s financial status, including current available budget and allocated amounts, will be communicated through the annual funding report published at the end of each year.

10. Communication with Recipients
Follow-Up Survey (Optional): Approved recipients may be invited to participate in a short survey administered via an online form. This survey will collect feedback on their experience with the AFAF and help Minnesota Dodgeball improve the program. Responses will be kept confidential and used to enhance the program and better serve the community.