One of the most common errors made by coaches/advisors and candidates is a lack of communication.  Everyone has a different mental picture when they think of what it takes to be a member of a dance team.  By making candidates aware of the responsibilities and demands of the dance team, you will help prevent problems later.

One of the best ways to accomplish this is to meet with potential candidates before the tryout process begins.  You may choose to require parents to attend, but at least, you should have informative handouts that the candidates can take home to show their parents.  There are several issues that should be covered at your pre tryout meeting which will help candidates make an informed decision as whether or not to tryout for the team.

Potential Time Involved
Some questions that you need to be prepared for are: How long is the season?  How many days per week does the team practice?  How many hours per practice?  Does the team participate in competitions?  When is summer camp?

The answers to these questions may help someone determine if he/she can devote enough time to this activity.  This will save problems later.

Approximate Monetary Costs/Fundraising Efforts
How much do uniforms cost?  How much will be needed for summer camp?  How much will be needed for competitions?  When will the money be due?  Is any of this offset by the school?

A worksheet that explains the approximate costs up front will start your relationship with the parents on the right foot.  No one likes to have hidden costs sprung on them after they are committed to the program.

Constitution/Code of Conduct
What are the responsibilities of the members of the dance team?  What are the consequences of breaking the rules?  Is there a minimum GPA?

General Program Goals
What are the main goals of the program?  Does the team participate in a conditioning program?  Is there an emergency plan in place?

All potential team members need to be aware of the goals of the program.  These should be expressed throughout the year, so that awareness is shared by all team members.

Application Packet
Packets should contain the following elements:

1. Application form
2. Teacher Evaluation/recommendation form
3. Copy of Constitution
4. Behavioral Contract
5. Parent/Member/Advisor Agreement
6. Medical Release form
7. Parent Information sheet
8. Calendar of events (Summer camp dates, practices, performances, etc.).  Go ahead and choose your camp dates, so they can schedule their vacations around camp as opposed to you scheduling camp around their vacations.
9. Approximate cost sheet

Constitutions and Behavioral Contracts

Usually the contract and constitution is explained at the first meeting of interested candidates.  These documents should be read and signed by the candidate and her/his parents, and turned in prior to tryouts.

Constitutions and contracts should contain the following provisions:

1. To follow the decisions of captain, officers, advisor/coach and group decisions and adhere to the rules of the constitution
2. Attendance policy for games, practices, events, etc.
3. Behavior expected of team members and parents
4. Consequences if rules are not followed