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Policies and Procedures

This page outlines specific policies and procedures for the USSSA Fastpitch Program in Maryland, Delaware and Central/Western Pennsylvania. It includes information on the Roster Procedures, Heat Policy, Berth Procedures, and Code of Conduct.

USSSA Maryland, Delaware, and Central/Western Pennsylvania Guest Player and Roster Procedures

Guest players are permitted in national stature events.

Teams in USSSA tournaments nation-wide (with the exception of certain state and national events) have the ability to utilize guest players of comparable class for events that they are participating in. This means teams that are short a player or two for an event have a standardized way to bring on guest players for specific events.

As this system is the same in all states, it will improve roster transparency. Anyone will be able to see approved guest players for an event or teams within that event. Additionally, the system will no longer allow a player to be rostered with more than one team.

The system is very intuitive and works through the coach’s login at usssa.com. We have also created a series of help documents for you to use to help in your orientation to the new system. They include:

Please note that team performance will continue to affect team classifications and use of guest players will not be a factor in evaluating teams for potential promotion.

We recognize that from time to time, a player may wish to completely change teams during the season. This is different from being a guest player because she is making a new team her “home” team. This will require her to be dropped off of one roster and added to another. If she chooses to go to another team, which includes a team within the same organization or different age group, she would have to submit a player release form along with a $15 transfer fee. Players are only allowed one release during the spring/summer season. A player can start the season on one roster and then be released to the other to finish out the season but she can’t go back and forth between the two teams. The Guest Player System should be used for a player that may “guest” on more than one occasion with another team but is not officially leaving her ‘home” team. If a team disbands mid season, players can be released to another team without affecting their one time transfer.

The Player Release Form (PRF) and the player transfer fee must be received by the USSSA East Coast Events office no later than the Thursday before the weekend that the player wishes to participate with the new team. Both the PRF and fee must be received prior to the release being official. Once the PRF has been validated, USSSA East Coast Events will delete her from her original team and the new team’s manager can add her to their roster. The manager should then maintain a signed copy of the new roster showing the player has been added to the roster. Prior to the World Series, players may only be released and added to a team one time.

When a player declares she no longer wishes to participate on a team whose roster she has signed, that player must return all equipment, uniforms and similar items that were distributed to the player specifically for the that season. The player must return these items within 7 days after notifying the team manager, either verbally or in writing, of her intention not to play. All monies that the player has deposited with the team or has earned as part of fundraising campaigns will remain with the team.

Once all the items have been returned to the old team, the manager of that team must sign the player’s PRF. By signing that form, the manager is stating that all items have been satisfactorily returned and that he/she is granting the unconditional release of the player. The purpose of having the manager of the old team sign the PRF is not to give him/her the option of preventing the player from re-signing onto another team, but rather to signify that the manager has received all required equipment and that the player is leaving in good standing.

Financial arrangements between the player and team, whether unfulfilled or perceived to be unfulfilled, are irrelevant to the player release process, as it is the responsibility of the team to ensure that all money due is collected from the player on a timely basis.

Alternatively, if a manager informs a player that she is being removed from the team roster without the player’s mutual consent, then the team should show good will to the player and return all money provided by the player to the team on a pro-rated basis. For example, if the player deposited $500 with the team and the team is scheduled to play 10 tournaments in the season, of which 3 have been completed, then the team, in good faith, should refund the player $350. The manager is obligated to sign the PRF for any player released from the team.

Any conflicts resulting from player/manager relationship releases will be resolved by USSSA.

Player Release Form

USSSA Maryland, Delaware and Central/Western Pennsylvania Heat Index Policy

The following heat index policy guidelines have been established to ensure the safety and welfare of all players, coaches, and umpires involved with the sport of fastpitch softball.

Heat Index Actions

  • 80° – 89°: Use caution; Monitor athletes carefully for necessary action.
  • 90° – 104°: Use extreme caution; Ensure water breaks are allowed as needed; Ensure that all individuals drink fluids and that uniforms are modified to ensure the coolest level available.
  • 105° – 114°: Games will be shorten in duration to allow a longer break between games for all involved; Alter uniforms where feasible;
  • 115° & Above: All activities will be suspended until the heat index is below 115.

The Heat Index will be watched by the on-site Directors, the on-site UICs and the USSSA State Director’s Office. The Heat Index Policy will be implemented and enforced by the State Director’s Office. The State Director’s Office will attempt to reschedule games as needed to complete the schedule. The standards above are in compliance with the Department of Health and Mental Hygiene and local counties.

Revised Date: December 2020.

USSSA Fastpitch Post Season Qualification Guidelines

There are three levels of qualification for USSSA Post Season National Championship berths.

Direct Qualification: At the conclusion of qualifying events (based on stature) the system will identify and award appropriate teams with a Qualified designation based on order of finish in the event. The number of berths awarded is based on stature of the event. On the occasion where a team has already qualified, it is possible that berth may be awarded to the highest finishing team in the event which has not yet qualified and has a winning record in that event.

Accrual of USSSA Points: Teams can earn an At-Large berth by participating in USSSA events throughout the season and accruing a minimum of 150 USSSA Points. Once a team accrues 150 USSSA Points they will automatically be granted an At-Large Berth.

State Director Application: A team can apply for an At-Large Berth through their State Director. For a team to be given an At-Large Berth by their State Director, it is recommended that they accrue a minimum of 4 USSSA Event Credits. Credits are earned based on the stature of an event. For teams located in an area without a State Director, they can apply to the USSSA National Championship Director.

Click here for qualifying procedures for Open/B National Events.

  1. Any team looking to participate in a “C” National Championship must be classified as a “C” team. The typical characteristics of a “C” team are described here. All team entries into this event will be scrutinized by the “C” National Tournament Director and USSSA event coordinators to ensure that the teams meet the eligibility criteria and to make sure that the competitive balance is what the teams expect. In the future, USSSA may initiate qualification procedures, but, at this point USSSA is offering a “C” National Championship nationwide and the only requirement to participate is that teams be classified as “C” teams.
  2. Teams intending to participate in the National Championship MUST submit their entry fee online to the national office, no checks accepted . Each team’s State Director will approve all eligible teams that register for the National Championship.
  3. Teams must have available a copy of their current official USSSA roster with appropriate signatures, up to date insurance certificate, and birth certificates for all rostered players. Teams are also responsible for handling all other paperwork associated with this event (eg, housing forms, admission passes, T-shirt orders, etc.).

USSSA East Coast Events Conduct Code

USSSA and East Coast Events are committed to making their tournament experiences positive one, both in terms of competitiveness and the conduct of coaches, players, parents and spectators. To ensure that all of our tournaments are a positive experience for all involved, the following guidelines will serve as our conduct code:

  1. The team manager must have full control of him/herself and all team personnel (i.e., players, coaches, family members, etc), at all times, both on and off the playing field.
  2. In the event of a disputed play or decision, only the team manager, as designated at the start of the game, may consult with an umpire or tournament official. Other coaches, players and spectators are to remain in the team’s designated area and not participate in the discussion unless called upon by an umpire or official.
  3. All interactions with tournament officials and personnel should be conducted in a courteous and professional manner.
  4. Managers are to report any unsportsmanlike conduct or derogatory acts to the tournament director, whether committed by someone from the manager’s own team or another. This is to allow the director to prevent adverse situations from further developing into something that would be detrimental to the tournament or its participants.
  5. Coach ejections carry a minimum suspension of the remainder of the game where the ejection occurred as well as not being present for that team’s next game. If there are no other games for that team on the day of the ejection, that suspension shall follow the coach to his next USSSA game with the team.
  6. Parents or adult spectators who are ejected shall at minimum, not be permitted to be present at the event for the remainder of that day.
  7. All ejections and instances of unsporting behavior are subject to review by the state office sportsmanship committee for potential further discipline. In cases of egregious unsporting conduct, the director and/or state office may immediately apply further sanctions to the individuals involved. All instances of unsporting behavior shall be documented and communicated to the organizational leadership of the team with the person in violation of this policy. Additionally, repeated unsporting behavior by an individual and/or team may result in further suspensions of the individuals and/or the team.