By requesting officials, you agree to pay all DCHOA administration fees and officials’ game fees in accordance with the currently published DCHOA Rate Schedule and DCHOA Rules and Bylaws.

To request officials, you must use the DCHOA Scheduling website. An Association President and Treasurer are required to have logins for the DCHOA website before you can request officials.

When officials are requested for a game, the following are required information:

• The location
• The date
• The time
• The age levels of the teams
• The length of the game
• Whether or not the game is a tournament game

The DCHOA Scheduling website will check for any conflicts with existing games on the schedule and with pending requests for officials. These conflicts may include overlapping ice time and a team being booked at two rinks at the same time. If there is a conflict, you will be given the option of submitting the request anyway. If you do, it will be the responsibility of the requesting teams involved to resolve the conflict(s). Teams with conflicts will be notified by the DCHOA Scheduler. If the conflict is not resolved, your request may or may not be accepted.

For any discrepancies between the requested game and the game that is officiated by the assigned officials that impacts officials’ game fees (age level or length), the higher officials’ game fees will be charged.

For games that are a higher level than requested, assigned officials may be unable to work that level in accordance with USA Hockey guidelines. Assigned officials may decline to work at their discretion and officials’ game fees will still be charged.

For games that are longer than requested, assigned officials may enforce a curfew at the requested game length. At the assigned officials’ discretion, the longer game length may be played, and appropriate officials’ game fees will be charged.

For tournaments or festivals (a set of multiple games where the requesting association is paying for officials but home teams may be from other associations), you must use the Tournament Request module on the DCHOA Scheduling website.

DCHOA may decline to accept any request and not assign officials.

All change requests must be submitted using the DCHOA scheduling website. Your changes will not go into effect until the DCHOA Scheduler has reviewed and approved the changes.

If the requesting team is no longer playing the game, you must cancel the request for officials. If you fail to cancel officials, you will be charged the full game rate.

Cancellations must be submitted using the DCHOA Scheduling website. The game will not be considered canceled until the DCHOA Scheduler processes the cancel request. A cancellation request may incur fees. Fees will be charged in accordance with the Cancellation Fees section.

Should you make a mistake when requesting officials for the game, you can cancel your request before it is processed using the DCHOA Scheduling website. There are no charges associated with canceling a request.

Once a cancellation for officials has been processed, that game is removed from the master schedule. You may not request that a canceled game be reinstated, you must enter a new request for officials and the new request will incur applicable charges. If a game has been canceled and officials are requested again, there is no guarantee that any previously assigned officials will be available for the new game.

Under rare circumstances (e.g. inclement weather, last minute emergency), DCHOA may accept a request to cancel officials via email. When requesting to cancel officials for a game, the following are required information:

• The location
• The date
• The time
• Who is canceling the game
• The reason for cancellation

If there are questions or missing information, this must be resolved prior to processing the request. The request is considered processed when the email information is processed by the DCHOA Scheduler, not when the email request was sent.

DCHOA does not take cancellation requests via phone. In the case of an emergency, you may try to reach the DCHOA Scheduler on the DCHOA Hotline (608-616-0252) to give them awareness that a cancellation is coming. You must still send an electronic
cancellation request.

When a game is canceled, you still incur some charges. All administrative fees are assessed at the time that the corresponding action occurs (scheduling fee, service charges, etc.) and are non-refundable.

Officials' fees are charged depending on when and why the game is canceled. All fees are based on the time of processing the cancellation, not the time of the cancellation request. The officials' fees that are charged are:

• If canceled at least 7 days prior to the game date, no officials’ fees are charged.
• If canceled within 7 days prior to the game date, 40% of officials’ fees are charged plus 10% admin fees.
• If canceled within 72 hours prior to the game time, 70% of officials’ fees are charged plus 10% admin fees.
• If canceled within 24 hours prior to the game time and the Scheduler does not have time to notify officials, 100% of officials’ fees are charged.
• If games are being canceled due to weather, incidents of public health and safety, or at the direction of local government, note the cause in the comments. If the
  Scheduler is able to notify the officials, then no fees are charged for officials.
• If DCHOA has to cancel the game due to finding fewer than the minimum number of officials, no fees are charged for officials.

You have the option of adding additional fees for the officials. Adding additional fees to a game must be completed using the DCHOA Scheduling website. The additional game fees will be split among the officials that officiate the game.

The first time that you add game fees to a game, you will be charged a service fee to add the additional fees. You will not be charged another service fee for a game if you add additional fees to what you have already added. Once you have added additional game fees to a game, there is no way to remove or reduce those fees.