Section 1:  Mission Statement: 

The Harpeth Valley Athletic Conference (HVAC) was founded to foster athletic competition and the highest standards of sportsmanship among member schools.  The HVAC strives to promote participation and sportsmanship through interscholastic athletics.

Coaches will conduct themselves in a manner that is professional and demonstrates the highest degree of sportsmanship. Furthermore, the positive influence of the coach on middle school athletes is paramount, and their actions set the tone for the players, parents, and spectators. As a coach, you represent your players, your school, and the HVAC.


Member schools include Battle Ground Academy, Brentwood Academy, Christ Presbyterian Academy, Donelson Christian Academy, Ensworth School, Franklin Road Academy, Harding Academy, Harpeth Hall School, Montgomery Bell Academy, Poplar Grove and University School of Nashville.



Section 2:  Seasons

The school year will be divided into four seasons.  All members must meet the following requirements:


  1. Have a competing team in each of the four seasons.

  2. If the above requirement is not possible, then each member must compete in five different sports for the school year.

  3. A “Provisional membership” would be in effect if a member did not meet the two above criteria. "Provisional member schools may only vote on matters pertaining to the respective sports in which they compete."

  4. Each school would commit to the sports it chooses at the spring Athletic Director meetings. There will be three AD’s meetings throughout the year, Early Fall, Winter, and Spring.

An overall sports trophy will be awarded each year for the school that wins the overall team sports championship, The Inman Trophy.  A trophy for the boys division and a trophy for the girls division will be rotated each year.  No team will be allowed to retire the trophy.


Section 3:  The HVAC Board

The HVAC Board shall consist of the President, Secretary, Member(s) at Large, and Treasurer to be elected annually at the spring meeting, nominations to be given from the floor.  If possible, each member of the board shall be from a different school and the total number of members should be odd to prevent a tie on a vote.


Two meetings will be held each year for business and scheduling.  The first meeting will be held early in the fall.  The second meeting will be held in May of each school year.  Additional meetings may be held for business purposes as deemed necessary by the HVAC Board.


The duties of the President shall be:

  1. To preside at all meetings.

  2. To send communication to league members during the school year.

  3. To keep a record of scores and standings in each sport both boys and girls separately.

  4. To total the points for the overall sports champion and notify the winning schools.

  5. To send out a list of phone numbers of each school and the coaches for each sport.

  6. To notify each member school of the time, date, place, and agenda, including amendments and special considerations of all meetings.


The duties of the Secretary shall be:

  1. To record the minutes of all meetings and send copies to each member school.

  2. To communicate any HVAC information to Athletic Directors and other parties.


The duties of the Member(s) at Large shall be:

  1. To keep record of athletes’ participation.

  2. To keep a record of the eligibility forms.


The Duties of the Treasurer shall be:

  1. To secure and keep record of all league expenditures.

  2. To provide money from the treasury for appropriate individual and team awards in all sports.

  3. To provide a written detailed report to the athletic directors and heads the financial status of the HVAC.


Section 4:  Eligibility
  1. The HVAC is designed as an athletic league for 5th, 6th, 7th, and 8th graders.  A school may, at its discretion, use sixth graders in the upper division.  No student enrolled in ninth grade or above shall participate in the HVAC under any circumstances. 


A Junior Division of the HVAC consisting of 5th & 6th grade athletes will go into effect in the 2017-18 school year.  5th graders are prohibited from playing in the upper division of the HVAC.  6th graders who begin play in the upper division are prohibited from moving down into the Jr. division.  In addition, no 7th or 8th grader may participate in the Jr. Division under any circumstances. 



  1. An athlete that turns 15 on or before August 1 of the school year cannot participate in the HVAC except in documented medically related circumstances.


  1. An athlete who participates in a TSSAA contest will no longer be eligible to participate in the HVAC in that sport.  Players in HVAC sports may not participate in TSSAA events in that sport until their season has officially been completed. Regardless of whether the athlete has been officially certified by the TSSAA or not, any high school participation at any level (freshman, junior varsity or varsity) will automatically make the athlete ineligible for the HVAC competition. Participation is defined to include actual regular season and postseason game competition as well as scrimmages and exhibitions.  Summer activity is excluded from this provision in all sports.


  1. It is the responsibility of the head coach to ensure that each member of the squad satisfied all eligibility requirements.  If a player is found to be ineligible for any reason, all games or matches in which the ineligible player has participated shall be forfeited, including team and individual titles, and team points will be redistributed accordingly by the President.  The player may not participate for the remainder of the school year unless ineligibility is for a particular sport only, in which case a player will be ineligible in that sport for the remainder of that season.


  1. Teams and/or schools that violate the rules of eligibility can be fined and placed on probation at the discretion of the HVAC Board.  The HVAC has no jurisdiction over the rules and matters of the TSSAA and its high school members.  The HVAC will not police matters involving the TSSAA.  Its only jurisdiction will involve potential violations involving current member schools of the HVAC.




  1. In the event of a complaint by a member school, the President will call a special meeting of all member schools to address the complaint.  In order to take action on the complaint, a minimum of 5 member schools shall vote.  Schools that are party to the complaint shall not be able to vote.


  1. All participating athletes must be full-time enrolled students at the school for which they are competing. The HVAC makes no allowances for hardship cases.


  1. The HVAC prohibits discrimination in all of its programs and activities on the basis of race, color, sex or national origin.  The HVAC is committed to providing an inclusive and welcoming environment for all member schools based on the rules stated in this constitution.



Section 5:  Certification of Coaches

All head and assistant coaches will be required to attend a

 meeting to discuss issues of participation and substitution.  To keep a superior team from running up the score, each member school’s principal, head and athletic director should be responsible for this orientation.


Section 6:  Sports
  1. At all athletic contests an adult, preferably the head coach, must accompany the team or individual.  That adult should be employed by the school he or she represents.  As head coach of any sport he or she is responsible for the actions and attitudes of him/her, his/her assistant, managers, trainers, and players.

  2. When an athletic contest takes place, a team of TSSAA officials must do all the officiating.  Each school is responsible for paying the officials.  Coaches should establish who will pay on a game to game basis.  In the event a contest is cancelled or postponed, the host schools involved must contact officials: a school not doing so must pay officials just as if the contest was played if the officials appear for the contest.  All rulings made by the officials are final.  If a school charges admission (other than tournaments) that school will be responsible for the entire crew of officials’ fees.

  3. In the event a protest arises, the protesting school must file a written report stating exact nature of the complaint.  This report must be in the hands of the HVAC Board no later than 24 hours after the contest in which the complaint arises.  The HVAC Board will rule on said complaint.  If the schools are not satisfied with the committee ruling, an appeal may be made to all remaining members and a vote will be taken to settle the matter.  This decision will be final with no appeals.  A 48 hour time limit from end of contest will be allowed in the event of an appeal to the original committee.  This appeal may be verbal or written.  The voting of league members will be done by secret ballot.

  4. Any violations of the HVAC constitution can cause possible forfeiture of a particular game, all games in a particular sport or loss of points in a particular sport.  Forfeiture will be determined by the HVAC Board subject to appeal by offended school to the voting members.

  5. Any player, coach, or parent that is ejected from a contest  is required to miss the remainder of that contest as well as the next contest.

  6. Points will be awarded in every sport with the teams involved being the only recipients.   In the event a member school does not participate in a given sport, it may not receive points for the overall sports championship.  In case of ties points will be split.  The Robert Inman Trophy will be awarded to the school earning the most points in a school year.              

  7. A tournament in each sport shall be designated by the athletic directors at their annual spring meeting for the school year.  Each tournament director shall be paid a fee of at least $250.00, to be reviewed periodically by the HVAC Board.

  8. In the sports now adopted by the HVAC the points are decided by the following ways:

  1. Cross country – Decided by a final run in each division

  2. Volleyball - Decided by tournament

  3. Golf - Decided by tournament

  4. Soccer - Decided by tournament

  5. Wrestling – Decided by tournament

  6. Basketball - Decided by tournament

  7. Baseball – Decided by tournament

  8. Softball – Decided by tournament

  9. Tennis - Decided by tournament

  10. Track/Field - Decided by a final meet in each division

  1. In sports decided by tournament, seeding will be determined by season league records.  In case of ties, seeding will be determined by the result of the game or match involving the tied teams.  If tie cannot be resolved in this way, a coin toss will determine seeding.

  2. A 1st and 2nd place trophy will be awarded for team championships.


Section 7:  Individual Sports

National federation rules will govern the HVAC with the following exceptions in each sport:


Cross Country

  • The championship and point standing for the sport of cross-country shall be determined by a single championship meet at a member school course.

  • The championship meet shall be held on a weekday afternoon which does not conflict with any other league sport.

  • The championship meet shall be scheduled for the 1st week in October of the school year.

  • 1st, 2nd team trophies and medals for top 10 finishers will be awarded in the championship run.

  • A team is made up of 5 runners.  All other members will count as pushers with only the first five runners counting in the team score.

  • Dual and triangular meets can be arranged by the coaches.

  • A school not having 5 members will not be eligible for the team championship; however, individuals from that school’s team may compete for individual honors.

  • Members of the schools’ football and volleyball teams may participate in cross-country meets and tournament finals if those members run in 3 qualifying meets during the current season.

  • Cross country spikes only may be used in cross country meets.

  • Any gate monies will be turned over to the treasure (after expenses.)

  • For the final meet, even though a school can run as many as they would like, only the first 7 runners across the finish line for a school count with 5 of those runners counting on the team score and two runners counting as pushers.



  • All golfers will be governed by USGA rules with the exception of double par. For example, on a hole with a par of 4 a player may not take anything higher than an 8.

  • In playing a match a team is comprised of four boys and two girls.

  • Dual matches will be played throughout the season.

  • The championship tournament will be held the first week in October with four boys’ scores counting and two girls’ scores counting.

  • Six individual medals, as well as first and second place team plaques, will be awarded.

  • All teams participate in the final tournament.



  • Volleyball will be governed by the National Federation Rules.

  • Schools will be involved in dual matches with the host school responsible for the officials.

  • The host school will be responsible for both  line judges and an adult book keeper.

  • All teams will participate in the final tournament with each school receiving at least one all tournament team medal to be chosen by the coaches.

  • All gate monies from the tournament will be turned over to the treasurer (after expenses.)


Volleyball tie breaking procedure - for ties in regular season standings.

1.  Head to Head

2.  Game totals

3.  Head to Head

4.  Point totals




The National Federation Rules for Soccer* will govern HVAC games including the post-season tournament.

 Coaches should pay particular attention to Red Card penalties and the subsequent

suspensions required.

*HVAC games are: two 30 minute halves, 10 minute halftime and no overtime


*Also note that overtime games in the conference tournament are: two 5 minutes periods, one 5 minute Golden Goal period, shootout

Inman points will be determine based on the results of conference tournament(s)

A and AA Divisions will be set and tournament brackets will be determined at the August

Coaches’ meeting.

On the rarest of occasions, teams may be asked to change divisions to maintain competitive balance.

Teams may play each other more than once during the regular season but only designated

conference games will count towards the seeding for tournament.

Champion and Runner-up plaques will be awarded in each division.

Two players from each team will receive an all-tournament t-shirt. T-shirts will be available at the August coaches’ meeting.

All money collected for conference tournaments, after expenses, will be sent to HVAC treasurer.




  • Wrestling shall be divided into 14 weight divisions.  A seasonal schedule will be available for each team.  The HVAC record of each boy will be used for seeding purposes.  A tournament at the end of the season shall be held to determine the order of finish for each team.

  • "Each wrestler must certify and wrestle 2 time during the regular season against HVAC wrestlers at the weight class they intend to wrestle at the HVAC tournament. Certification must be verified by a TSSAA official at weigh-in. Certification is defined as: a wrestler must make weight and wrestle (step on the mat to accept a forfeit or wrestle an HVAC opponent) at the weight class they intend to wrestle at the HVAC tournament. 

  • If an injury prevents a wrestler’s chance to certify, a doctor’s medical report must be verified by the principal or headmaster and a letter sent to the participants in the HVAC wrestling tourney as confirmation.  No allowances are made for sickness.

  • Scales will be of balance system and set prior to the tournament by Metro Weight and Measurements or a measurements company.

  • Officials

  1. TSSAA officials will do all officiating and will have complete authority on all injuries and will make all decisions concerning such injuries.  All TSSAA official decisions are final with no appeals.

  2. Gate receipts will pay for any expenses involved in staging tournament.  Money in excess of expenses will go into HVAC treasury.

  3. Tournament format will wrestle back or double elimination.

  4. Weigh-in will be one time before the tournament begins unless the tourney is extended beyond 2 days.

  5. The following weight classes will be used in the HVAC: 75, 82, 90, 98, 106, 114, 122, 130, 138, 148, 158, 175, 190, HWT (235 lb. max)

Tournament brackets will be determined at the seed meeting the week before the tournament.

  • Tournament Seeding Criteria is as follows:

  • 1.  Record in weight 

  • 2.  Head to Head 

  • 3.  Previous HVAC Place winner 



  • National Federation Rules will govern HVAC games including the tournament.

  • A tournament at the end of basketball season will determine a winner and all teams involved will place if each team has played the other at least once during the time allowed for basketball season.  Teams may play each other more than once but only designated games will count towards the seeding for the tournament.

  • Two players from each team will receive an all-tournament t-shirt.

  • Tournament brackets will be determined in the May meeting.

  • All monies from the tournament will be turned over to the treasurer (after expenses.)



  • Swimming will be governed by NFHS Rules

  • Dual meets will be judged & scored according to NFHS rules and guidelines

  • Official is required for acceptance of meet results for conference championships

  • Dual meets may be any format that is agreed upon by all participating schools at the meet

  • Host School is responsible for scoring and reporting results to HVAC commissioner for record keeping and athlete tracking

  • Swimmers must meet eligibility requirements to compete in the Conference Championship

  • 1st year requirement - compete in at least 1 regular season meet

  • Successive years - to be agreed upon at scheduling meeting


Track and Field

  • Field events will be completed before running events begin  

  • A 6 pound shot will be used by the girls.

  • An 8 pound shot will be used by the boys.

  • 1 2 pound 3 oz. Discus will be used by both boys and girls.

  • Scoring will follow TSSAA point system



         Field Events:

         High Jump

         Shot Put


         Long Jump

         Pole Vault


        Running Events:

         100m/110m Hurdles

         4 x 100m relay

         4 x 800m relay

         100m dash

         1600m run

         4 x 200m relay

         400m dash

         800m run

         200m dash

         4 x 400m relay


  • A runner will be limited to 3 field events and 4 running events including relays with the exception of milers and half milers. Milers and half milers may run in no more than 3 running events.

  • The HVAC Tournament will be held each year to determine the champion and runner up teams and other place finishers.  A host school will be decided at the athletic directors meeting in May.

  • Each school will be limited to 3 scoring places in the finals for each event. The 1600m and the 800m runs will go straight to finals but a school can enter as many runners as they would like in a non-scoring race (fun run) that will be held on the running qualifications day.


One false start is charged to the field for each running event. If a second false start occurs in that event, the runner shall be disqualified from that event.



  • The game will be played according to National Federation rules.

  • TSSAA umpires will be used. Home team will pay for the umpires and provide balls.

  • All division games that effect seeding must be played prior to the tournament.

  • All conference selections will be determined by the coaches.

  • The tournament format will be decided by the coaches at their scheduling meeting every year.

  • Does baseball need to designate when a game ends…ie run limit, time limit… like softball lists?



  • ASA rules govern HVAC softball with the exception of substitution.  HVAC games will be played with the right of free substitution provided the batting order does not change.  The home team will be responsible for the umpire and two game balls which comply with the ASA regulations. 

  • Rubber cleats are to be worn by all players

  • Infielders are strongly encouraged to wear face masks 

  • Game Ends:

  1. 1 ½ hour time limit

  2. 15 run lead after 3 innings

  3. 8 run lead after 5 innings, OR

  4. 7 innings completes a game

  • In case of a tie the international tiebreaker will take place.

  • The tournament will be single elimination for 1st round games and double elimination after first round.



USTA rules will apply for HVAC matches and the tournament with the following exceptions:


1.  A team for a match or tournament is made up of seven players ranked in order of ability.  The first three play singles and the next four play doubles.

In the case of a dual match, the girls’ team will play first, followed by the boys’ team. Any exhibition matches will be held until the end of the regulation matches.


2.  To equalize costs for teams with or without home courts, each team will bring three unopened cans of tennis balls to each regular season match and give one can to each alternating player or doubles team, so they will play with three balls.  For the tournament, each player or doubles team will bring one unopened can of balls onto the court, ONE can will be opened for play so they will play with three balls.  The unopened can continues to the next match with the winner.


3.  Members of the schools’ softball, baseball and track teams may participate in tennis matches.  A member may only participate at a certain position in the tournament if they have played at THAT position in two regular season HVAC matches.  A player from the roster not meeting this requirement may be substituted, before the tournament has begun, for reasons of illness or injury (validated by a physician) provided the coach in charge of the tournament and the coach of the opposing team for that match are notified in advance.


4.  A roster of each school’s tennis teams and coaching staff will be submitted to the HVAC tennis commissioner preferably before the first regular season HVAC match and no later than the second regular season match.


5.  All HVAC matches during the regular season and tournament will consist of one eight-game pro set using regular scoring with ads.  A twelve-point tie-breaker (first to 7 by 2 points) will be played at 8-8.  The team winning at least three of the five individual position matches will win the overall match. 


6.  The team accumulating the most points during the tournament will win the HVAC team championship. If there is a tie for the team championship during the tournament (i.e. two teams winning the same number of individual matches), the following criteria will be used, in order.  The HVAC team champion will be:                       


a)  the school with the greatest number of HVAC champions, then


b)  the team with the best regular season record for HVAC matches, then


c)  the winner of the regular season match between the two schools



7.  a) The HVAC tournament will consist of matches between players at the same position (for example, all players holding the #1 singles position at the time of the tournament will be in competition separate from players at other positions and each competition).  All players will be seeded according to their position’s (not the individual’s) HVAC season record. The brackets for the teams currently in the HVAC, both A and AA divisions, will be as follows (to be adapted as the number of teams in the HVAC changes):                       




#4 __________                                               _____________


#5___________                                                                                  _________________                                                 

                                                                                                            HVAC Winner

                                #3 __________                                          


                               #2  __________




As seen here, the #4 vs #5 seed match is a ‘play-in match’ and does not count toward a team point.

All coaches should report their team and individual positions’ HVAC records to the tournament director as soon as their team’s last match is played.  Based on your teams’ season ending record, your team will be placed in the AA (top) or A (weaker) tournament division.


    b) Each of the tournaments will be scheduled for one day.  Any part of a tournament that must be cancelled will be played on the next possible day until 4 school days after the beginning of the tournament, i.e. if the tournament is scheduled for Monday, the last day to try to reschedule will be Friday.  After that time, the winner of any remaining match will be determined by the winner of the regular season match at that position between the two schools involved.  A player who cannot attend a rescheduled match for any reason will forfeit his/her individual tournament match. 


8.  Only coaches are allowed to coach the players during any match.  They may coach only during changeovers and limit the time to the 90-second changeover time limit.  The coaches may not go onto the court to coach the players.  A coach may go onto the court to help players with the procedure in a tiebreaker with the other coach’s approval.  A neutral party may go onto the court if asked to be a line judge.



Section 8: Not For Profit Organization

The HVAC organization is organized exclusively for charitable, religious, educational, and scientific purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501 (c) (3) to the Internal Revenue Code, or corresponding section of any future federal tax code.


  1. No part of the net earnings of the organization shall inure to benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distribution in furtherance of the purposes set forth in the purpose clause hereof.

  2. No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office.

  3. Notwithstanding any other provision of this document, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or (b) by an organization, contributions to which are deductible under section 170 (c) (2) of the Internal Revenue Code, or corresponding section of any future federal tax code.

  4. Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.


Section 9:  Amendments

This constitution may be amended as needed in the following way:

  1. Proposed amendments must be presented in writing to the President at least two weeks prior to the next scheduled meeting.

  2. The President will make available to each member school a copy of proposed amendments at least 8 days prior to the scheduled meeting.

  3. Amendment will be discussed and voted on by all member schools with approval by two-thirds majority vote of athletic directors.

  4. The amendment must pass second reading at the next meeting to become law.  Two-thirds majority required on second reading also.


Participating members at the time of revision are:


Battle Ground Academy, Brentwood Academy, Christ Presbyterian Academy, Donelson Christian Academy, Ensworth School, Franklin Road Academy, Harpeth Hall (Girls only), Harding Academy, Montgomery Bell Academy (Boys only), University School, David Lipscomb, Ezell-Harding, Poplar Grove, Nashville Christian.

Provisional members: Overbrook school



HVAC Board

Corby Lucas, Harding Academy – President

Kylene Lee, Harpeth Hall – Secretary

Steve Lenger, CPA – Treasurer

Robbie Sinks, Ensworth- Member at Large

Brian Kelly, Poplar Grove- Member at Large

Luke Brown, St. Paul- Jr. Division Director 



Section 10:  Obtaining Membership

To become a member of the HVAC a school must file for application by letter at any time during the year.  A vote is taken by member schools and their decision will determine the entrance of another school.  Vote must be 2/3 of member schools.  A school will have one vote on all matters that may arise requiring a vote.  Final acceptance into the league will be voted upon at the fall meeting after the applying school has participated one full school year.  Does this need to contain more information since we are looking to add schools?  Are we going to let them participate in not all seasons?  If so, does this change the section about membership?


HVAC Commissioner duties and responsibilities


Each Commissioner should be responsible for organizing and or supervising the following:


1.Communicating with coaches and Athletic Directors regarding the pre-season meeting.


2. Setting the schedule or facilitating with the schedule at the pre-season meeting. Track and cross country may not be able to set schedule until the meeting.


3. Troubleshooting any issues throughout the season


4. Provide contact information for the arbiter/scheduler for referees if applicable.


5. Each tournament is expected to operate a gate with admission being $5/adult (students free). In some cases admission will be $5/car (cross-country, tennis, etc.). The tournament financial form and profits should be sent to the HVAC (Steve Lenger at CPA)


6. Arranging for the use of outside facilities and usage fees if applicable (ie. Golf courses).


7. Reporting the end of the season tournament results to the HVAC Chairs.


8. Communicate with the HVAC Treasurer (Steve Lenger, ) regarding the tournament gate.


Section 11:  Heat Policy 

The Harpeth Valley Athletic Conference (HVAC) has adopted the TSSAA heat policy.  To view please CLICK HERE.


Revised April, 2008

Revised May, 2009

Revised, May, 2011

Revised November 2011

Revised May, 2013

Revised September, 2014

Revised December, 2014

Revised, May 2015

Revised, June 2017

Revised, November 16, 2018

HVAC Constitution