Parent & Player Handbook

Tulsa Elite Softball
PALYER/PARENT HANDBOOK

1. ORGANIZATION IDENTITY, HISTORY AND MISSION

1.1 Legal and Program Identity
Tulsa Elite Sports, LLC (the “Organization”) is the legal organization and owner of the Tulsa Elite names, logos, branding and related intellectual property. Tulsa Elite Softball (the “Program”) is the softball program and brand operating under the Tulsa Elite Sports, LLC umbrella.

For purposes of this handbook:

“Organization” means Tulsa Elite Sports, LLC.
“Program” means Tulsa Elite Softball.
“Team” means an independently managed youth softball team authorized under a limited, revocable agreement to
use the Tulsa Elite Softball name and branding.
“Coach” means a coach, assistant coach, instructor, team manager or other adult participant serving an authorized
Team.
“Player” means a youth athlete participating with an authorized Team.
“Family” means the Player and the Player’s parent or legal guardian.

1.2 Our Story
Tulsa Elite Softball was founded by Jeff Filali to provide female athletes the opportunity to develop the skills,discipline and exposure necessary to compete at high levels of fastpitch softball and, for those who choose that path, pursue college softball opportunities.
Coach Filali coached Tulsa Elite teams from the Program’s early years through 2015, including 18U teams from 2007-2011 and 16U teams during the growth of earlier recruiting between 2012-2015. He also served as an assistant coach at Butler Community College in El Dorado, Kansas, from 2011-2018, contributing to recruiting development for incoming athletes and athletes advancing to four-year programs. During that period, Butler won back-to-back national championships in 2016 and 2017, produced numerous All-Americans and helped many athletes advance to NCAA Division I programs.
After the fall of 2015, Coach Filali stepped away from full-time Tulsa Elite team coaching to focus on
managing the Program, college coaching and operating recruiting events through Tulsa Elite Sports, LLC. The
Program has continued to grow through approved teams, coaches and regional leaders who share Tulsa Elite’s
commitment to athlete development, competitive softball and college exposure.

1.3 Mission
Our mission is to help athletes develop the elite skills, conditioning, discipline and competitive experience required to compete regionally and nationally, while providing meaningful exposure and education for athletes who wish to pursue college softball at a program that fits their academic, athletic, financial and personal needs, including NCAA Division I, II or III, NAIA and junior college opportunities.
Tulsa Elite Softball is committed to quality competitive experiences and to providing opportunities without unlawful discrimination. Competitive athletics can strengthen work ethic, teamwork, leadership, confidence, accountability, resilience, physical health and personal responsibility. These lessons should benefit our athletes well beyond high school and college.

1.4 No Recruiting or Scholarship Guarantee
Tulsa Elite Softball seeks to help athletes who wish to pursue college softball, but participation does not guarantee recruitment, admission, a roster position, playing time, financial aid or an athletic scholarship. Recruiting outcomes depend on many factors outside the Organization’s and Team’s control, including academic eligibility, athletic ability, position needs, communication, conduct, exposure, college admissions requirements and independent decisions made by college coaches and institutions.

2. STRUCTURE OF TULSA ELITE SOFTBALL AND INDEPENDENT TEAMS

2.1 Independent Team Operations
Individual Teams authorized to use the Tulsa Elite Softball name may be independently managed and operated.

Unless Tulsa Elite Sports, LLC expressly assumes responsibility in a separate written agreement, each Team is
responsible for its own:

Player selection and roster decisions
Coaching methods, game strategy and playing-time decisions
Practices, tournament schedules and team activities
Supervision and discipline
Team fees, budgets, fundraising, collections, refunds and financial records
Transportation, carpools, lodging and travel arrangements
Selection and supervision of coaches, assistants, managers and volunteers
Insurance, sanctioning and compliance applicable to its activities
Other day-to-day operational decisions

Authorization to use the Tulsa Elite name does not make the Team, its coaches, staff, players or parents employees, agents, partners or legal representatives of Tulsa Elite Sports, LLC.

2.2 Organization-Level Authority
Tulsa Elite Sports, LLC retains authority over its brand, intellectual property, safety expectations, conduct standards and eligibility to use the Tulsa Elite name. The Organization may require corrective action, remove an individual from Tulsa Elite-branded activities, or terminate a Team’s brand authorization when necessary to protect athletes, the public or the Tulsa Elite reputation.

2.3 Team Names
Teams must use an approved name in the format “TULSA ELITE ____.” Approved identifiers generally include an age division, birth year, graduation year or coach’s last name. Additional terms such as National, Premier, Gold, Platinum, Select, Academy or similar descriptors may not be used unless expressly approved in writing by Tulsa Elite Sports, LLC. Any Team name change requires prior written approval.

2.4 Staff Changes
Each Team must promptly report any coach, assistant, manager, parent representative or other staff change to Tulsa Elite Sports, LLC. The report must include the individual’s title, full name, telephone number and email address. No person may represent themselves as Tulsa Elite staff without Team authorization and required Organization approval.

3. COMPETITIVE PHILOSOPHY, TEAM FORMATION AND SEASONS

3.1 Performance-Based Philosophy
Tulsa Elite Softball is a competitive, performance-based program rather than a recreational participation
program. Players earn opportunities through attendance, effort, preparation, attitude, execution, teamwork,
positional needs and the coach’s assessment of what best serves the Team in a particular game or event.
Development remains important. Coaches are encouraged to create appropriate opportunities for Players to
apply skills in practices, scrimmages, pool games and showcase settings. However, roster membership and
payment of Team fees do not guarantee any minimum playing time, position, batting-order placement, pitching
opportunities, innings or participation in a particular game.

3.2 Tryouts and Roster Status
Every Player may be required to try out for each new playing year or season. Making a Team does not
guarantee placement for a future season. A Team may add or release Players during the playing year based on
roster needs, performance, attendance, conduct, safety, eligibility or other legitimate Team considerations,
subject to applicable agreements and law.

3.3 Team Structure and Regions
Tulsa Elite Softball may authorize teams in different age groups and geographic markets, including Oklahoma
and other states. The number, location and designation of Teams may change based on qualified coaching,
athlete demand, roster needs and Organization approval. The existence of one Team in an age group or region
does not guarantee that the same structure will be maintained in future years.

3.4 Playing Year and Rest Period
The Tulsa Elite playing year commonly begins in the fall and concludes after summer championship or national
events. Teams may adjust schedules based on state high-school or middle-school seasons, sanctioning rules,
weather, facility availability and athlete needs. Teams should provide reasonable rest and recovery periods,
including time after the summer season, and should not require athletes to violate school athletic rules.

4. REGISTRATION, ELIGIBILITY, ROSTERS AND PARTICIPATION

4.1 Annual Forms
Before participation, a parent or legal guardian must complete the Organization’s annual electronic
Parent/Player Agreement, Medical Authorization, Assumption of Risk, Release, Consent and NIL/Media
acknowledgment. Players may also be required to complete an age-appropriate conduct acknowledgment.
Updated forms are required each playing year and whenever material information changes.

4.2 Accurate and Updated Information
Families must provide complete and accurate contact, medical, emergency, insurance, custody and eligibility
information. Material changes must be reported promptly through the approved update process. A signed annual
submission should not be altered after the fact; later updates supplement the original record.

4.3 School and Sanctioning Eligibility
Players must remain eligible under the rules applicable to their school, homeschool program, sanctioning
organization and state. Families must notify the Team of any academic, disciplinary, age, residency or other
eligibility restriction affecting participation. Tulsa Elite Sports, LLC does not determine school eligibility.

4.4 Participation While Injured or Ill
A Player may not participate contrary to medical restrictions or when doing so would create an unreasonable
risk to the Player or others. Injured Players are encouraged to remain engaged when medically and practically
appropriate, but attendance is not required when inconsistent with medical restrictions, rehabilitation, school
obligations, family circumstances or reasonable travel considerations.

5. COMMUNICATION AND CONCERN-RESOLUTION PROCESS

5.1 General Communication
Successful Teams require timely, respectful communication. Each Team should identify its preferred
communication channels and the roles of its Head Coach, Team Manager and Parent Representative. Families
are responsible for monitoring Team communications and promptly reporting scheduling conflicts, medical
changes and emergencies.

5.2 Routine Concerns
Routine concerns involving attendance, role, development, scheduling, communication or playing time should
generally follow this process:

When age-appropriate, the Player should first speak respectfully with the Coach.
The parent may request a scheduled private meeting with the Coach after allowing a reasonable cooling-off period.
If unresolved, the matter may be presented to the Team Manager or Parent Representative.
If still unresolved, the matter may be escalated to the Head Coach or designated regional/area contact.
Brand, safety or serious conduct issues may be submitted to Tulsa Elite Sports, LLC for review.

Parents must not confront coaches during games, in the dugout, on the field or immediately after an emotionally
charged contest. A 24-hour cooling-off period is encouraged for routine playing-time or strategy concerns.

5.3 Immediate Safety and Misconduct Reports

DO NOT USE THE ROUTINE CHAIN FOR EMERGENCIES: Suspected child abuse, grooming, sexual misconduct,
violence, credible threats, criminal conduct, serious harassment, retaliation, missing-child concerns or immediate safety
threats must be reported without delay to appropriate law enforcement or child-protection authorities and to designated
Organization leadership. No internal process replaces a legal reporting obligation.

6. PLAYER STANDARDS OF CONDUCT

Players represent themselves, their families, their Team, Tulsa Elite Softball and Tulsa Elite Sports, LLC.
Conduct expectations apply during Covered Activities, travel, lodging, Team communications and public
activity reasonably connected to the Program.

6.1 Required Conduct
• Attend and arrive on time for Team commitments unless excused
• Communicate absences and lateness through the Team’s approved process
• Work consistently on conditioning, softball skills and mental preparation
• Follow reasonable coaching, safety, medical and facility instructions
• Report injuries, illnesses and concussion symptoms honestly and immediately
• Treat teammates, coaches, opponents, officials, event personnel and spectators with courtesy and respect
• Protect Team, facility and Organization property
• Support teammates and avoid conduct that divides or intimidates the Team
• Comply with school, sanctioning-body, event and facility rules
• Represent Tulsa Elite Softball positively in person and online

6.2 Prohibited Conduct
• Bullying, hazing, harassment, discrimination, sexual misconduct or retaliation
• Fighting, threats, intimidation, theft, vandalism or intentional property damage
• Possessing or using alcohol, cannabis, illegal drugs, tobacco, nicotine or vaping products during or in connection with
Team activities, travel or lodging
• Misuse of prescription or over-the-counter medication or prohibited performance-enhancing substances
• Weapons at Team activities except as expressly permitted by applicable law and facility rules and approved in
advance for legitimate official purposes
• Knowingly concealing an injury or medical restriction
• Posting humiliating, threatening, sexual, discriminatory or private content involving another athlete
• Any illegal activity or serious conduct that damages athlete safety or the Tulsa Elite brand

6.3 Team Conflicts
Players should attempt to resolve ordinary disagreements respectfully. Coaches or Team administrators should
intervene when conflict involves bullying, harassment, a power imbalance, safety risk or repeated conduct.
Players are never required to confront someone directly when they feel unsafe.

7. PARENT AND SPECTATOR STANDARDS OF CONDUCT

Youth sports cannot succeed without responsible parent support. Parents should encourage growth, discipline
and resilience while avoiding conduct that increases pressure, undermines coaches or harms athletes.

7.1 Supportive Parent Principles
• Focus on skill development, effort, preparation and character rather than only results or rankings
• Avoid tying a Player’s value or family approval to performance
• Recognize that competitive softball includes pressure, adversity and the possibility of failure
• Allow coaches to coach and avoid contradictory instruction from the stands
• Communicate concerns privately and through the approved process
• Control negative emotions and avoid public criticism of Players, officials or coaches
• Avoid guilt, fear, threats or withdrawal of support as performance tools
• Recognize signs of anxiety, burnout, injury or excessive pressure and seek appropriate help
• Model sportsmanship and respect at all events

7.2 Prohibited Parent and Spectator Conduct
• Threatening, abusive, profane, discriminatory or harassing conduct
• Entering a field, dugout, locker room or restricted area without permission
• Confronting coaches or officials during competition
• Coaching from the stands in a manner that confuses or undermines the Team
• Being impaired while supervising or transporting minors
• Publicly disclosing another minor’s medical, disciplinary or private information
• Social-media attacks, coordinated harassment or knowingly false accusations
• Retaliation against a person who makes a good-faith safety or misconduct report
• Unauthorized use of Tulsa Elite names, logos or social accounts
Nothing in this policy prohibits good-faith reporting of suspected abuse, unlawful conduct, unsafe conditions,
discrimination, financial misconduct or other protected activity.

8. MINOR-ATHLETE PROTECTION AND ABUSE PREVENTION

8.1 Core Standard
Tulsa Elite Softball expects Teams to maintain an athlete-centered environment that prohibits abuse, grooming,
exploitation and inappropriate adult/minor conduct. Policies should be interpreted to favor transparency,
observable interactions and prompt reporting.

8.2 One-on-One Interactions
Except in an emergency or another approved circumstance, one-on-one interactions between an adult participant
and a minor athlete should be observable and interruptible. Private meetings should occur in open locations,
within sight or hearing of others, or with another adult present. A parent or guardian may request to observe
interactions unless doing so would interfere with a legitimate confidential or medical need.

8.3 Electronic Communications
• Team communications with minors should use approved group platforms or include a parent/guardian
• Private direct messages with minors should be limited to legitimate Team matters and copied to a parent or another
approved adult
• Disappearing-message features should not be used for adult/minor Team communications
• Late-night private messaging should be avoided except for genuine emergencies or urgent travel changes
• Sexual, romantic, degrading or secretive communications are prohibited
• Coaches must preserve relevant communications when a complaint or investigation is anticipated

8.4 Physical Contact
Physical contact must be appropriate to instruction, safety, first aid or ordinary sports interaction and should
occur in an observable manner. Sexualized, punitive, humiliating or unnecessary contact is prohibited. Coaches
should explain hands-on instruction when practical and respect reasonable athlete boundaries.

8.5 Locker Rooms, Restrooms and Changing Areas
• No photography, video or recording in changing areas
• Adults must not shower or change with unrelated minor athletes
• Adult presence should be limited to what is necessary for safety and supervision
• Private coach/player meetings must not occur in locker rooms or restrooms
• Athlete privacy must be respected during changing, bathing and personal-care activities

8.6 Background Screening and Training
Teams must complete required background screening for coaches and other adult staff before participation and
must comply with applicable sanctioning-body training requirements. Screening does not replace supervision,
reporting or ongoing conduct monitoring.

8.7 Reporting and No Retaliation
Any person who reasonably suspects child abuse, sexual misconduct, grooming, exploitation or a serious safety
threat must follow applicable reporting laws. Good-faith reporters are protected from Organization or Team
retaliation. Knowingly false reports may be addressed through appropriate procedures, but uncertainty alone is
not grounds to discourage reporting.

9. SAFETY, MEDICAL, CONCUSSION AND EMERGENCY POLICIES

9.1 Medical Information and Emergency Plans
Parents must disclose medical conditions reasonably relevant to safe participation or emergency care, including
severe allergies, asthma, seizure disorders, diabetes, cardiac conditions, medication needs, significant injuries
and physician restrictions. Teams should maintain an Emergency Action Plan for facilities and individualized
plans when reasonably necessary.

9.2 Emergency Medical Care
When a parent cannot be reached, authorized adults may seek reasonable emergency evaluation, transportation
and treatment under the annual medical authorization. Parents remain responsible for medical costs subject to
insurance. Coaches are not medical professionals unless separately credentialed and should call emergency
services when serious illness or injury is suspected.

9.3 Concussion and Head Injury

REMOVE AND REFER: A Player suspected of a concussion or serious head injury must be removed immediately, may
not return the same day, and may return only after meeting applicable legal, medical and graduated return-to-play
requirements. Players and parents must report symptoms honestly. A coach may impose stricter safety limits than a
medical clearance when circumstances reasonably warrant.

9.4 Heat, Hydration and Air Quality
• Players should arrive hydrated and bring adequate water or electrolyte fluids
• Teams may modify practice intensity, equipment, duration or scheduling based on heat conditions
• Frequent hydration and cooling breaks should be provided
• Players showing signs of heat illness must stop activity and receive appropriate care
• Suspected heat stroke is a medical emergency requiring immediate cooling and emergency services
• Teams may delay, relocate or cancel activities due to unsafe heat or air-quality conditions

9.5 Lightning and Severe Weather
At the first sound of thunder or other indication of nearby lightning, outdoor activity should be suspended and
participants directed to a substantial enclosed building or hardtop vehicle. Activity should not resume until at
least 30 minutes after the last thunder, subject to stricter venue or event-host rules. Tents, dugouts, open shelters
and trees are not safe lightning shelters.

9.6 Facility and Equipment Safety
Players must use required protective equipment and comply with facility rules. Coaches should inspect fields
and equipment for obvious hazards and report unsafe conditions. No Player should use damaged equipment
known to create an unreasonable risk.

9.7 Incident Reporting
Significant injuries, medical emergencies, suspected abuse, serious threats, missing-child incidents and major
property damage should be documented promptly using the approved incident-reporting process. Reports
should contain objective facts and be shared only with persons who reasonably need the information.

10. PRACTICES, TOURNAMENTS, PLAYING TIME AND RECRUITING

10.1 Practice Expectations
• Players should be ready at the designated start time
• Advance notice of absence should be provided whenever practical
• Players should bring necessary water, equipment and medication
• Jewelry and prohibited equipment must be removed as required by rules
• Players should hustle, communicate, encourage teammates and respect coaching decisions
• Conditioning requirements may be modified for documented medical needs

10.2 Tournament Scheduling
Tournament schedules may be released or changed on short notice due to entries, withdrawals, weather, field
availability, event operations or bracket results. Families should review schedules closely and notify the Team

as early as possible of known conflicts. Tulsa Elite Sports, LLC and independent Teams do not control third-
party tournament administration, cancellation decisions or refunds.

10.3 Playing Time
Team fees pay for Team operations, practice opportunities, instruction, facilities, tournaments and other
budgeted expenses—not guaranteed playing time. Coaches may consider attendance, preparation, attitude,
safety, performance, matchup, team strategy, position needs and event format. Elimination and championship
play may involve shorter rotations and performance-based decisions.

10.4 College Recruiting
Players interested in college softball are encouraged to maintain accurate academic and athletic information,
communicate appropriately with college programs, understand NCAA/NAIA/NJCAA requirements and take
ownership of their recruiting process. Tulsa Elite may provide education, exposure and promotional support, but
cannot guarantee attention, offers, admissions or scholarships.

11. TRAVEL, TRANSPORTATION, LODGING AND CURFEW

11.1 Parent Responsibility
Parents are ordinarily responsible for a Player’s transportation, lodging, meals, supervision outside scheduled
Team activity and compliance with travel rules. Coaches are not required to parent, house or transport Players
unless separately agreed in writing.

11.2 Transportation
• Drivers must be appropriately licensed and insured
• Seatbelts must be used as required by law
• Impaired, distracted or unsafe driving is prohibited
• Parent-arranged carpools are private arrangements unless formally organized by the Team
• A minor should not be alone in a vehicle with one unrelated adult unless a parent approves and an appropriate
exception applies
• Tulsa Elite Sports, LLC does not automatically inspect or insure privately owned vehicles

11.3 Designated Adult
When neither parent attends an overnight or out-of-town activity, the parent must designate in writing an adult
responsible for the Player. The designated adult should have emergency contacts, relevant medical information
and any required authorization. The Team may decline an arrangement that presents a safety, supervision or
legal concern.

11.4 Lodging
• No coach may share a hotel room with an unrelated minor athlete
• An adult should not enter a minor’s room alone except during an emergency or other justified circumstance
• Room checks should be conducted by two adults or in an observable and interruptible manner
• Players may not change rooms or leave the hotel/property without required permission
• Alcohol, drugs, vaping and weapons are prohibited in athlete rooms
• Hotel and Team curfews must be followed
• Parents remain responsible for their Player unless a designated-adult arrangement is approved

11.5 Curfew
The Head Coach or Team may establish reasonable curfews during travel, including when Players stay with
parents. Curfew violations may affect participation or result in discipline. Safety and medical needs take priority
over curfew enforcement.

12. SOCIAL MEDIA, ELECTRONIC COMMUNICATIONS AND NIL/MEDIA

12.1 Social Media
Players, parents and Team personnel must use social media responsibly when associated with Tulsa Elite.
Prohibited content includes threats, bullying, harassment, discriminatory statements, sexual content involving
minors, private medical or disciplinary information, knowingly false allegations, confidential Team strategy and
unauthorized commercial use of the Tulsa Elite brand.

12.2 Official Accounts
No person may create, rename, control or monetize a website, domain, social-media account, fundraising page
or communication channel using the Tulsa Elite name or logos without approval. Account credentials and
administrative access must be provided as required by the Organization or Team.

12.3 Name, Image and Likeness / Media Release
Participation is subject to the Tulsa Elite Sports, LLC Name, Image & Likeness (NIL) / Media Release
Disclosure, revised August 1, 2024, as posted on the Tulsa Elite website and incorporated into the annual
Parent/Player Agreement. The disclosure addresses photography, video, livestreaming, broadcasting,
interviews, promotional use, social media and other uses of a participant’s name, image, likeness, voice,
performance, statements and biographical information.
Parents must electronically acknowledge the current NIL/Media Release on behalf of minor Players. Families
with a documented safety, custody or privacy concern should notify Tulsa Elite Sports, LLC before
participation. Because live events and public venues may include incidental recording by third parties, complete
avoidance of images cannot be guaranteed.

13. UNIFORMS, EQUIPMENT, BRAND AND INTELLECTUAL PROPERTY

13.1 Brand Ownership
All Tulsa Elite names, logos, graphics, uniform marks, designs and related intellectual property are owned or
controlled by Tulsa Elite Sports, LLC. Teams, Players, parents and coaches receive no ownership interest. Any
permission is limited, nonexclusive, nontransferable and revocable.

13.2 Approved Vendors and Designs
Uniforms, Team apparel, branded equipment and promotional materials must use approved logos, colors,
designs and vendors. Logos may not be altered, redrawn, recolored, distorted or combined with other marks
without written approval. Special themes or colors may be used only with approval.

13.3 Coach Appearance
Coaches should maintain a professional appearance in approved Tulsa Elite colors and apparel. Specific Team
requirements may be issued for uniforms, polos, jackets, shorts, pants and event attire. Clothing should be
appropriate for youth sports and consistent with event and facility standards.

13.4 Equipment Ownership
• Family-purchased property: Items paid for by a family generally belong to the family unless the purchase
documents state otherwise.
• Team-purchased property: Items paid for with Team funds belong to the independent Team or identified purchasing
entity.
• Organization or sponsor property: Items supplied or loaned by Tulsa Elite Sports, LLC or a sponsor remain the
property of the identified owner and must be returned on request or when participation ends.
Loss or damage beyond ordinary wear may be charged to the responsible party when permitted by the
applicable agreement and law.

14. TEAM FINANCES, FEES, FUNDRAISING, DONATIONS AND INSURANCE

14.1 Independent Team Budgets
Each independent Team is responsible for its own budget, banking, accounting, collections, payments and
financial reporting. Tulsa Elite Sports, LLC does not collect, hold, administer, guarantee or refund Team funds
unless it expressly agrees otherwise in writing.

14.2 Written Financial Disclosure
Before a family commits, the Team should provide a written budget or fee schedule identifying expected dues,
payment dates, tournament costs, coaching stipends or travel reimbursement, uniforms, facilities, fundraising
expectations, withdrawal terms, refund policy and possible additional expenses. Families should direct financial
questions to the Team administrator identified in that disclosure.

14.3 Payment and Participation
A Team may restrict participation for delinquent balances when authorized by its written financial agreement
and applicable law. Payment arrangements must be approved by the independent Team, not assumed to be
approved by Tulsa Elite Sports, LLC. Any obligation for future dues after withdrawal must be clearly stated in
the separate Team financial agreement and should be reviewed for compliance with the law applicable to that
Team and family.

14.4 Event Changes and Refunds
Tournaments and activities may be shortened, relocated, delayed or cancelled because of weather, field
conditions, event operations or other circumstances. Entry fees, travel costs and other expenses may already be
committed or nonrefundable. Any family credit or refund is governed by the Team’s written financial policy
and any third-party refund received. Tulsa Elite Sports, LLC does not guarantee refunds from event hosts,
venues, hotels or other providers.

14.5 Fundraising
Fundraising should be voluntary unless a separate written Team agreement clearly states otherwise. Credit
should be allocated under a disclosed Team policy. Fundraising using the Tulsa Elite name, logos or goodwill

requires approval. No person may imply that a payment is tax-deductible unless it is received by a qualified tax-
exempt entity and a lawful receipt is provided by that entity.

14.6 Donations and Nonprofit Representations
Tulsa Elite Sports, LLC is not represented as a 501(c)(3) charitable organization. Some Teams or regional
groups may work with a separate nonprofit entity. Any fundraising or sponsorship request must accurately
identify the legal collecting entity, its tax status, the purpose of the funds and whether a payment is a charitable
contribution, sponsorship, Team fee or personal payment. No Team may use Tulsa Elite branding to solicit
funds without approval.

14.7 Insurance
Each independent Team is responsible for obtaining and maintaining required insurance for its activities and
providing proof to Tulsa Elite Sports, LLC when requested. Coverage may come through an insurer,
sanctioning body, event operator or other source and may vary by state, Team, activity and year.
Team or sanctioning insurance may be excess or supplemental and may contain exclusions, deductibles and
limits. Families should not assume it replaces personal health insurance or covers every injury, travel event or
medical expense. Parents remain responsible for maintaining appropriate personal insurance and for medical
expenses incurred by the Player.

15. DISCIPLINE, SUSPENSION, REMOVAL AND NO RETALIATION

15.1 Possible Measures
• Coaching correction or counseling
• Parent notification
• Written warning or behavior plan
• Restricted participation
• Temporary suspension
• Removal from a practice, game, tournament or trip
• Removal from the Team
• Organization-level exclusion from Tulsa Elite-branded activities
• Referral to law enforcement, child-protection authorities, school officials, sanctioning bodies or other appropriate
entities

15.2 Immediate Action
Immediate suspension or removal may occur when reasonably necessary for athlete safety, suspected abuse,
sexual misconduct, violence, credible threats, weapons, illegal drugs, serious harassment, theft, intentional
safety violations, retaliation, criminal conduct or material damage to the Tulsa Elite brand. Interim action is not
necessarily a final finding of wrongdoing.

15.3 Fairness and Discretion
Discipline may vary based on severity, safety, age, intent, prior conduct, evidence, legal requirements and Team
or Organization authority. Tulsa Elite Sports, LLC may revoke an individual’s permission to participate in
activities using its brand. Independent Teams remain responsible for separate contractual and financial decisions
unless the Organization expressly assumes responsibility.

15.4 No Retaliation
Retaliation is prohibited against any Player, parent, coach, volunteer or other person who makes a good-faith
report of suspected abuse, safety concerns, discrimination, legal violations, financial misconduct or policy
violations, or who participates honestly in an investigation.

16. RECORDS, PRIVACY, HANDBOOK CHANGES AND ANNUAL ACKNOWLEDGMENT

16.1 Parent-Completed Electronic Forms
Annual forms should be completed by the parent or legal guardian, not independently by a minor. The
electronic record may include the signer’s verified or entered email, typed legal name, initials, agreement
version, response copy and automatic submission timestamp.

16.2 Medical and Personal Information
Medical and emergency information should be collected only as reasonably necessary for participation, safety
and emergency response. Access should be limited to authorized persons with a legitimate need. Medical details
must not be posted in Team group chats or publicly disclosed. Families may request correction of current
contact or medical information through the approved update process.

16.3 Record Retention
Tulsa Elite Sports, LLC and Teams should preserve signed agreements, incident reports, insurance records and
material communications for a reasonable period consistent with applicable law, insurance requirements and
legitimate business needs. Records subject to a claim, investigation or legal hold must not be destroyed.

16.4 Handbook Version and Changes
This handbook should display an effective date and version number. Tulsa Elite Sports, LLC may revise it to
address safety, law, insurance, sanctioning rules, technology or operational needs. Material revisions should be
communicated to Teams and families and may require a new electronic acknowledgment. The current published
version controls prospectively, while prior versions should be archived.

16.5 Annual Acknowledgment
Each family must acknowledge the current handbook, annual Parent/Player Agreement, medical authorization
and NIL/Media Release before participation. Completion does not guarantee roster placement, playing time,
financial standing or final eligibility.

APPENDIX A — QUICK-REFERENCE REPORTING AND EMERGENCY PROCEDURES

Call 911 or Local Emergency Services Immediately For:
• Unconsciousness, difficulty breathing, severe allergic reaction or suspected cardiac event
• Suspected heat stroke
• Severe bleeding, neck or spine injury, seizure or serious head injury
• Credible threat involving a weapon or immediate violence
• Missing child or any emergency requiring immediate law-enforcement response

Report Without Delay:
• Suspected child abuse, sexual misconduct, grooming or exploitation
• Serious bullying, harassment, threats or retaliation
• Concussion symptoms or medical restrictions
• Changes in allergy, medication, insurance or emergency contacts
• Coach or staff changes
• Significant injury or incident
• Unsafe field, facility or equipment conditions

Routine Concerns:
Use the Team’s communication process for attendance, scheduling, development, playing time, ordinary
disputes and financial questions. Do not delay a safety or abuse report while following the routine chain.

Appendix — Required Annual Forms and Resources
• Parent/Player Agreement, Medical Authorization, Waiver & Consent Form
• Medical, Insurance & Emergency Information Update Form
• NIL/Media Release Disclosure
• Player/Parent Handbook
• Safety or misconduct reporting contact
• Emergency procedures

SAFETY REFERENCE NOTE
The minor-athlete protection, concussion and weather provisions are intended to reflect generally recognized
youth-sports safety principles, including resources published by the U.S. Center for SafeSport, the Centers for
Disease Control and Prevention HEADS UP program, and the National Weather Service. Teams must also
follow applicable federal, state and local law, sanctioning-body requirements and venue rules.

Annual Electronic Agreement Required
Before participating in any Tulsa Elite Softball activity, each player’s parent or legal guardian must complete
the current Tulsa Elite Softball / Tulsa Elite Sports, LLC Parent/Player Agreement, Medical Authorization,
Waiver & Consent Form that is posted on the website under Forms & Resources The electronic form

incorporates this Handbook, the applicable NIL/Media Release Disclosure, medical authorization, assumption-
of-risk provisions, conduct acknowledgments and other required consents. Submission of the electronic form,

including the parent or guardian’s electronic signature and timestamp, constitutes the official annual
acknowledgment. A signature page contained in or attached to this Handbook does not replace the required
electronic form.

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Updated: July 2026

The Tulsa Elite Resource Center contains proprietary educational materials, curriculum, forms, templates, graphics, and other intellectual property developed by Tulsa Elite Sports for the exclusive use of authorized Tulsa Elite members. Unauthorized reproduction, distribution, republication, or commercial use of any content without prior written permission is prohibited