Softball Operating Procedures

RRAC Softball
Operating Procedures

Updated September 20, 2024

1. Game Length

In regular conference games, schools will play up to 10 innings for the ITB. Conference tournament games will be played out according to the rule.

2. Conference Games

a. When conference teams meet, they will play a double-header series that will be conducted for conference play. If the two teams agree to play a third or fourth game, it will be counted as a non-conference contest.

b. When determining game times, the visiting coach and home coach may coordinate times that are agreeable to both sides. Otherwise, the home team will determine the scheduled times.

c. Teams must complete 75% of their scheduled conference games to be eligible for postseason play.

3. Forfeits

4. Regular Season Weather Protocol

a. The home team must notify the visiting team of weather if it is going to rain or if there are other weather problems at least 72 hours prior to any contest.

b. The RRAC will wait 72 hours to see if the schedule games can be played, If not they will be rescheduled at a later date only if it matters for rankings.

c. In the event of impending weather or other potential issues, communication must be re-established 48 hours prior to the contest. 

d. Both host institutions carry the responsibility of establishing group communication with visiting travel partner teams on crossover weekends. 

e. Priority in any rescheding decisions will be placed on keeping travel partners together. 

f.  It is the responsibility of the home team to find an alternate location if needed. 

g. If an extra day is needed, the athletic directors must agree. 

h Conference games are a first priority so if a team has to cancel another opponent to play a make up game, they should do so.

i. When there is bad weather, assigned umpires and the Commissioner will decide if games are playable or not.

5. Cold Weather Policy

Game(s) will be postponed if (feels like temperature) is at or below 32 degrees Fahrenheit unless mutually agreed upon by the coaches and athletic administrators of the competing institutions. The official source for (feels like temperature) is Accuweather. 

6. Pre-Game Decorum

Start pre-game warm-up 90 minutes prior to game time, using the following schedule with the order set by the home team for home and visitors warm-up. The team that hits first should also take infield first.

• 90 Minutes Prior to Start: Cages or on field BP; field available for running/throwing

• 60 Minutes Prior to Start: Field available for running/throwing; cages or on field BP

• 30 Minutes Prior to Start: Share field

• 25 Minutes Prior to Start: 7 minutes infield/outfield

• 18 Minutes Prior to Start: 7 minutes infield/outfield

• 11 Minutes Prior to Start: Clear field for grooming

• 8 Minutes Prior to Start: Pre-game meeting, umpire bat check

• 5 Minutes Prior to Start: Announcements, line-ups, National Anthem

Special Note:

1. If teams arrive 90 to 120 minutes before game time, the field can be shared.

2. In some cases, fields do not have cages, etc. The format can be worked out with the two Coaches playing the game.

7. Post-Season Weather Protocol

a. If the tournament cannot be played at all the tournament winner will be seed #1, runner-up will be seed #2.

b. If only one day can be played, the tournament will consist of one game between seeds 2 and 3, with the winner playing the 1 seed for the tournament championship.

c. If day one can be completed, then the tournament winner will be the highest seeded team that is undefeated and the runner up will be the highest seeded team remaining. (Games 1,2,3)

d. If day two is completed, then the winner for the tournament will be the highest seeded team that is undefeated and the runner-up will be the highest seeded team remaining. (Games 5,6,7 and possible IF necessary game)

e. If five teams remain after game 6 and three teams after game nine, then the highest seeded team still in the tournament will be the winner and advance to the NAIA National Tournament.

f. If the tournament has to be played on limited days, then the tournament will become a single elimination tournament with the winner of game 1 receiving a bye in the 2nd day when the winner of games 2 and 3 play. The winner of games 2 and 3 will play the winner of game 1 for the tournament crown and the winner will receive the bid to Nationals.

Note: Every effort will be made to play the games. The tournament director should work with the host school to secure an alternate site if the host field becomes unable to play. The alternate site should be within a reasonable driving distance. Reasonable driving distance is defined as no more than 120 miles or 2 hours. Each team must be able to keep their same lodging.

8. Postseason Tournament Information

a. The top eight (8) teams from conference play will advance to the Conference Tournament.

b. The top two teams from each division automatically qualify (based on win percentage). The next four teams with the highest win percentages qualify regardless of division.

c. Date and location of tournament will be May 4-7, 2023 at LSU Alexandria and Louisiana Christian. 

d. A Game Administrator and Crowd Control official will be assigned each year. Compensation will be provided by the RRAC.

e. In addition to the primary site for the tournament, a secondary site must be identified and contacted to serve as an alternate field in case of inclement weather. The secondary site must be no farther than a one-hour drive or 75 miles from the primary site.

f. Overall conference champion will be the team with the highest win percentage regardless of division. 

9. Automatic Qualifiers

a. The RRAC's first NAIA national tournament automatic qualifier will be awarded to the #1 seed in the RRAC tournament, which is the regular season champion.

b. The RRAC's second NAIA national tournament automatic qualifer will be awarded tournament champion. 

c. If the same team wins both the regular season and tournament titles, the second automatic qualifier will be awarded to the RRAC tournament runner-up. 

10. Postseason Tournament Seeding

The top team from both divisions will qualify and will be seeded 1 and 2 based on regular season conference records. Seeds 3-8 will be selected by overall conference regular season records. Teams must play 75% of their games to be eligible for postseason. 

11. Postseason Tournament Home and Away Algorithm

For all postseason games, the high seed will have the preference to be the home or away team until we reach the championship game(s). For the championship game, the undefeated team will have the choice to be home or away. Should the if necessary game be required, then the home/away teams would switch.

12. Game Balls - Rawlings

The Rawlings NAIA FP ball will be the official ball for all conference games and the conference tournament (Compression: 275-375). The ball should have the RRAC label for all conference games. 

13. Regular Season Play

a. A tie breaker will take place in the top of the 10th in all conference games. On day 2, the coaches can mutually agree to move this up to the 8th or 9th inning if weather or extenuating circumstances come into play.

b. Home uniforms for the first day of play should be your light color jersey while away uniforms on the first day should be your dark color. Home uniforms for the second day of play should be your dark jersey while away uniforms should be your light jersey.

c. Coaches and athletic directors can agree to change game dates, move games to different sites, and change times due to extenuating weather or circumstances. In each case, they must notify the Commissioner of a change.

d. All conference games must be played each season. Forfeits will not be allowed.

e. All game postponements or cancellations must be approved by the Commissioner.

f. An official complete game is five innings. If a game is unable to be completed, teams must make an effort to play on the following day. Postponed games start at the point where the game stood before the delay.

g. No games will be shortened unless the run rule comes into play.

14. Officiating

In conference play, the RRAC will assign two umpires. For conference tournament games, the RRAC will assign three umpires.

15. Determination of Conference Champion

a. If there is a tie for first place in the regular season conference standings, the two teams will be named co-champions.

b. The tiebreakers for postseason seedings are:

i. Head-to-head results between teams

ii. Runs allowed in series involving tied opponents.

iii. If tied teams are within the same division, records vs. opponents within that division will be compared in descending order. If teams are in separate divisions, combined records against the top team in each division will be used. (i.e., if a West team and an East team are tied for 3^rd place, the combined winning percentage of games vs the top team in the East and the top team in the West - 6 games total - will be used).

iv. If teams are still tied, the RRAC Commissioner will conduct a coin flip. 

16. All-Conference Team

a. An all-conference team will be selected at the end of each season.

b. Coaches will send nominations from their team to the conference SID to create a ballot. The SID will provide the nomination form.

c. Coaches will return ballots to the conference SID and the votes will be counted.

d. The results of the voting will be provided to the coaches

e. Prior to the RRAC tournament, the coaches will hold a conference call to discuss the all-conference team and decide if any changes need to be made.

f. If any changes are made to the all-conference team, they will be provided to the conference SID who will release the final list on the first day of the conference tournament. The all-conference awards can also be announced at a pre-tournament event such as a banquet or reception.

g. First team selections will include 3 pitchers, 2 catchers, 5 infielders, 4 outfielders, 1 designated player, 1 utility and 4 at-large.

h. Second team selections will include those players who received votes but did not earn first-team honors.

i. An honorable mention team will consist of other all-conference nominees.

j. Individual honors will include Player of the Year, Pitcher of the Year, Newcomer of the Year and Defensive Player of the Year. Co-Players of the Year will be accepted when there is a tie.

17. All-Tournament Team

a. At the completion of each RRAC postseason tournament, an All-Tournament Team will be determined by the Game Administrator, Crowd Control representative, SID's in attendance and the RRAC SID.

b. There will be 14 players on the team, and a Most Valuable Player and Most Valuable Pitcher will be determined from that list.

18. Travel Procedures

The host team is responsible for communicating with opponents at least 72 hours prior to any contest.

• In the event of impending weather or other potential issues, communication must be re-established 48 hours prior to the contest.
• Both host institutions carry the responsibility of establishing group communication with the visiting travel partner teams on crossover weekends.
• Priority in any rescheduling decisions will be placed on keeping travel partners together.

 Once a visiting team departs campus for a trip, the host institution must have an action plan in place to ensure games are able to be played.

• If a tarp is unavailable or insufficient, an alternative site must be identified as an option.
• Visiting team may be asked to stay an additional night to get games in.
• If games are unable to be played within that timeframe, the following two options must be adhered to: the host team must arrange with the cooperation of the visiting team to play at a mutually agreed upon neutral site. If a neutral site cannot be agreed upon, then the host team must travel to the visiting team to make up the games.  

19. Sportsmanship Policy

Inappropriate acts by Administrators, Coaches or Players before, during and following athletic contests shall be handled by the Commissioner using the following guidelines, until the matter is resolved.

a. An informal phone call from the Commissioner shall be made to the coach and administrator requesting correction or attention to the matter.

b. A formal letter from the Commissioner to the coach, administrator and/or athlete, detailing examples and requesting correction or attention to the matter. This letter will be copied to the offending party’s supervisor and the President of the offending party’s institution.

c. Inappropriate acts by Administrators, Coaches or Players before, during and following athletic contests that are deemed to be conclusive following a review by the Commissioner, with the approval of the Council of Presidents, will result in an automatic one game suspension for next athletic contest for the offending individual.

d. A second inappropriate act by Administrators, Coaches or Players before, during and following athletic contests subsequent to the first offense that are deemed to be conclusive following a review by the Commissioner, with the approval of the Council of Presidents, will result in an automatic two game suspension for the next two athletic contests for the offending individual.

e. Ineligibility for the remainder of all regular season and post season participation will result for the offending individual if that Administrator, Coach or Player accumulates a third inappropriate act before, during and following athletic contests in a single season that are deemed to be conclusive following a review by the Commissioner, with the approval of the Council of Presidents.

There is no appeal for an ejection. Suspensions may be appealed. This appeal may be sent to the Commissioner’s Office for review. The appeal will follow the bylaws and the constitution process.

20. Championship Host Hotels

For 2024-25, when host schools have agreements with hotels and rooms are part of the commitment for RRAC championship events, teams that qualify for those events are required to stay at the hotels designated by the host.

21. Bat Testing

1. Every institution is required to purchase bat testing equipment. If a visiting team arrives and the home team does not have working equipment and they were not notified prior to leaving, the game is a forfeit. To prevent this, we agreed that the visiting team would bring their bat tester with them in all situations. Every RRAC softball team is required to have a bat tester and to have bats tested.
2. We should check bats at least 2 hours prior to each game. All bats that will be used in the game will be tested. No other bats will be used after inspections of bats.
3. Bats should be checked by a member of the Home Team Administration, i.e. SID, Trainer, AD, Assistant AD, etc. The bats must be checked with a legal bat tester approved by the NAIA rules. If home team has a bat tester that does not work, we will use visiting teams. Bats can be checked at locations selected by the Home Team. Each team can have a Head or Asst. Coach to be available while bats are being tested to review and answer questions.
4. All bats that meet the requirement after testing will have a label placed on the bat. Each team will have a color label for their school placed on the bat. The Head Coach will let the Umpire know what their color is and the location on the bat to see it.
5. If games are played on a neutral site, the above will apply.
6. If a bat is found to be illegal, it will be removed and placed away from the dugout.
7. Bat testing will be done prior to game one, of a multiple game series. Post season tournament bats are tested once prior to the tournament.
8. If a team suspects a bat is illegal, they shall bring this to the attention of the umpires. If determined that bat is illegal the procedure is covered in Rule 1-12, PENALTY.
9. Visiting teams must travel with their bat tester program. 

A bat that has been flattened or altered to improve performance is an illegal bat. If such an illegal bat is detected before the first pitch, the batter shall be called out and the bat shall be removed from the game. If an illegal bat is detected after first pitch, legal or illegal, the batter shall be declared out, and base runners shall not advance as a result of a batted ball. The bat shall be removed from the contest.

1. New bat labels will be used prior to a new series of games and the same procedure to check bats in accordance with NAIA and Conference requirements.

1. NCAA/NAIA Bat Testing Process:
   1. Visual Inspection of the Bat

- Ensure that the bat model appears on the approved bat list (LINK)

- Ensure the bat does not have a predominantly white barrel.

- Ensure the bat does not have flat sports.

- Ensure the bat does not have audible rattle.

- Ensure the bat does not have cracked or loose knob or end camps and attachments. (By NCAA rule, attachments are not permitted on the end cap or knob of the baseball bat.)

1. Barrel Compression Test Procedure

- Calibrate fixture – It is important to check the calibration of the bat testing fixture before testing occurs. To check the calibration of the device, insert the calibration cylinder (provided with the tester) just as you would a bat. Be sure to center the cylinder under the anvil. Turn the gauge until it reads “0 lbs.” and pulls the cam level. The compression should meet the tolerance engraved on the cylinder. If the device is not calibrated, contact the LV Sports customer service line with any questions.

- Barrel compression test.

- Each bat will be tested approximately six (6) inches from the end of the barrel. The bat will then be rotated 90 degrees and tested again.

- Bats will be tested a maximum of three times, until it receives two passing results or two failing results, whichever comes first.

- If after tests:

a. The bat has two passing results, the bat will be considered approved for competition.

b. The bat has one passing result and one failing result, the bat will be removed from the machine and be visually inspected for cracks. If no cracks are found, the bat will be tested a third time for a final result.

c. The bat has two failing results, the bat will be considered unacceptable for play and is surrendered for the duration of the game/series.

- Bats passing both tests shall be identified as approved with the opposing team’s or tournament/event or conference’s tamper proof sticker at the taper, the area at the bottom of the barrel, just above the handle.

1. Approved Bats
   1. Latest Bat Approved List
   2. Summary of Bat Changes
   3. Bat Testing Equipment

https://www.barrelcompression.com/bat-testers

1. Bat Labels
   1. Order at grady.k@mavericklabel.com using TONYSTIG BAT LABELS as the quote number for reference. He can be contacted at 425-967-4234 or online.
   2. All labels will be of only one color and not multi-colored.
   3. Labels from each school will be placed on the opponents’ bats after testing.
   4. School may have their name on the label.