Competitive Team Managers Manual

Transcription

1 Cmpetitive Team Managers Manual 10/20/13 Red highlights dente changes/updates frm 2012 Manual

2 Dear Team Manager, Thank yu fr yur cmmitment t be the liaisn between yur child s hckey team and the caches, the WHA Bard and ther cmpetitive hckey families. Teams at the Cmpetitive level include Squirts, U10, PeeWees, U12 and Bantams. Yur time and effrts are essential t a successful seasn. Please read thrugh this manual prir t the start f the seasn. This infrmatin has been gleaned frm a number f frmer managers plus the WHA Guidebk and is hped t prvide yu with a gd verview f yur duties as manager, including the time cmmitment. This manual certainly wn t answer all f yur questins abut being a manager. Please dn t hesitate t ask the Team Manager Crdinatr, Treasurer r Cmmunicatins Crdinatr. Names and cntact infrmatin appear at the end f this manual. As a Cmpetitive Team Manager, yu will autmatically fulfill the WHA vlunteer hurs tward yur family s vlunteer requirement. All Team Managers shuld be there fr the team in supprt, cmmunicatins and mst f all as a cheerleader! Thanks fr helping making Wacnia Hckey a great experience! The WHA Bard f Directrs 2

3 Timeline: September: Registratin begins and ends fr Cmpetitive level players Octber: Late registratin fficially ends Try Outs PeeWee and Bantam typically begin first week f Octber Squirt typically begin the third week in Octber Dates t be determined seasnally U12 and U10 currently dn't need Try Outs Cmplete Backgrund Screening (electrnic) Required f all managers, caches, lcker rm mnitrs (+ free) Receive team list and basic cntact infrmatin (if need, cntact Webmaster) Review USA Hckey s SafeSprt Prgram ( usa%20hckey%20safesprt%20prgram) and attend WHA c-ed lcker rm training (if applicable) Meet with cach(s) Cntact infrmatin exchange Expectatins (player attendance, philsphy, scrimmage management, etc) Review USA Hckey s SafeSprt Prgram and discuss plicies that affect yur team (ced lcker rm, etc) Estimated value fr team fund (aka slush fund ) Basics fr parent meeting Welcme letter t parents/players frm Manager r Cach Manager and cach cntact infrmatin Brief rundwn f expectatins Team vlunteer pprtunities Attach Frms (fund n website) needed fr cmpletin: Cach Agreement Parent Agreement Player Agreement Parent meeting date (r est date) Practice schedule (if available) Basic turnament infrmatin (dates/lcatins) if available Include excitement fr the upcming seasn 3

4 Parents Meeting Expectatins (mre detailed directly frm cach) Objectives and philsphy Attendance Number f games/practices anticipated each week/seasn Turnament schedule, lcatin, etc. (mre details t fllw) Main cntact persn/cmmunicatin fr absences Skills and imprvement by end f seasn Sprtsmanship frm players and parents Discipline (benching/internal issues) Parent supprt Ntify hw infrmatin will be cnveyed. and Texting wrks best. Team fund amunt and expenses fr cverage (template available n WHA Mgr Pg) Scrimmage Refs (est cst) Extra ice time (ptinal) Year End Party (est cst) Player Trphy/Gift (est cst) Nn-parent cach funding (if applicable) Wrse case yu have ask fr mney twice Best case yu give a refund at the end f the seasn Suggestins: Open separate checking accunt. Simplifies all aspects f mney tracking and accunting. Mst banks have free checking with small minimum balance. Duble check with parents what they feel is apprpriate expenditures in their eyes. Varies frm team t team. WHA and Team vlunteer plicy, expectatins, and pprtunities Lcker Rm Supervisrs Explain D6 plicy (esp if c-ed team) Ask fr vlunteers (gender specific) Must cmplete backgrund screening Gather family infrmatin (template available n WHA Mgr Pg) Crrect names Telephne numbers addresses Areas f team vlunteer interest Game jersey numbers cmpleted cntact infrmatin t everyne n team 4

5 Frms (hand ut print uts & receive back) Cach Agreement Parent Agreement Player Agreement Receive Official Team Rster fr D6 registratin (frm WHA Registerer) Verify all players', caches' and manager names listed and spelled crrectly Everyne initials in blue ink Return t WHA Register (generally tight turnarund time) When finalized, returned with Team Bk Must be brught t all games, scrimmages and turnaments Includes Cnsent t Treat fr all players/caches Add cach certificate credentials Add Cach, Parent, and Player Agreements Receive WHA and/r D6 website training (if needed) Register n USA Hckey Prvide cnfirmatin cpy t WHA Register D6 website - Duble check game schedule Review/initiate scrimmage ref set up D6 Hme Page Schedule Scrimmage (bttm right link) Arbitersprts.cm All managers required seasnal access Cntact Terri Lken (d6refereescheduler@gmail.cm) t be set up Verify verall game schedule (ne time) crrect/matches D6 Site t verify scrimmage refs set up crrectly (date/time/cst) Receive team and manager admin rights n WHA site Set up team and calendar (turneys, extra dates, etc) n WHA site Create parent cntact distributin list (fr private updates/ntices) Update templates with family infrmatin (available n WHA Mgr Pg) Team Vlunteer Schedule t families with tentative cverage Make changes as needed Hand ut practice jerseys (if applicable) Create cheat sheets fr families (template available n WHA Mgr Pg) List players' game jersey numbers Print small cpies fr families t use during games 5

6 Create Scresheet labels (template available n WHA Mgr Pg) Need apprx 3-4 individual labels per game Mre labels available by Team Manager Crdinatr Practice will begin day after Tryuts Games shuld start late Octber t early Nvember (Squirt/U10 cannt pst scres n website) Nvember: Organize team pht (dates/times and frms will be prvided by WHA) Practices underway (d nt need t attend but great way t meet and gather infrmatin) Turnaments (bked by Turnament Crdinatr) WHA cvers registratin fees fr 3-6 turnaments (as defined in WHA guidebk) If caches want mre turnaments Duble check limits per D6 Guidebk Team families must cver csts Cach/manager t bk everything Cntact each turney directr Prvide yur cntact infrmatin fr future updates r requirements Verify if family entry fee cvered in registratin csts Cnfirm deadlines Team registratin/check in times When brackets/game times and rules available Scresheet labels amunt needed T-shirt rders Ask fr suggested htel/restaurant accmmdatins and discunts available Reserve htel **DO AS SOON AS POSSIBLE WHEN LOCATION CONFIRMED** Gd rms fill up fast. Ask fr discunted rm rates due t vlume and reserve blck (player number + tw r three extra rms) Cnfirm breakfast availability Suggested lcal restaurants Find ne that can accmmdate team dinner Verify with cach after brackets available when t schedule Request party rm rates/discunts (central hang ut rm) w/tv fr Xbx r have smene bring ne. Pl r game rm (verify with cach if swimming k) When firmed up, families tentative details Turnament lcatin/address Htel address, number, website, etc 6

7 Reservatin instructins/cde/deadline Breakfast ptins Team dinner TBD Pl/game rm access Vlunteer checks cllectin fr each eligible family (exceptins - cach, manager, bard member, lder sibling registered in WHA r Buy-ut prgram). List will be prvided by WHA Treasurer When all cllected, prvide t Treasurer with cmpleted list December: Finalize turnament details and prvide families update Review Team Vlunteer Schedule and verify fair acrss families Meet with vlunteer(s) n rdering year-end player's gift Begin thinking abut Year End Party with vlunteers and create timeline/needs. January: Verify Turnament infrmatin n track Start lking at D6 stats - seed placement determined by D6 rules (exceptin Squirts) Start lking fr D6 Playff dates (exceptin Squirts) Qualificatins stated in D6 guidebk Official dates generally psted late January - February February: D6 Playff dates shuld be psted Finalize End f Year player gifts Verify vlunteers fr cach gifts Finalize End f Year Party March: Seasn end End f Year Party 7

8 Team manager duties (fulfills all WHA vlunteer hur requirements, including team hurs) Acts as pint persn fr cntact between families and caches. Review Grievance Prcedure Agreement in WHA Guidebk Cmmunicatin Equipment reminders (neck guards, muth guards, etc) Players n time and ice ready fr practices/games/scrimmages reminders f team schedule (weekly r bi-weekly) r when changes/updates made t team calendar n Team Page Maintain Team Page n WHA site Calendar Team messages (vlunteers, upcming events/parties, etc) Turnaments Phts Cllect vlunteer checks frm families (if applicable) Field questins abut the WHA s Vlunteer Plicy and ther WHA infrmatin; escalating questins/cncerns t crdinatr. Plicy psted n WHA site under Vlunteer Inf tab. All severe grievance and injuries must be reprted especially head injuries t the Grievance Cmmittee wh need t track, research and cnfirm reslutin t WHA Bard. Submissin Frm fund n WHA Manager Page. Game Jerseys Individual families respnsibility Garment bag extremely recmmended Mending suggestins see Team Manager Crdinatr Hme=white; Away=Black Organize team vlunteers (des nt cunt twards WHA hurs but t the verall happiness f the team) Ask parents past experience r interests in pprtunities available (at Parent Mtg) Games Hme screbard, penalty bx and music (ptinal) Away scre sheet and penalty bx Scrimmages (fficial/refereed) Same as games Hme additin refs need t be paid cash in advance Team Treasurer Lcker Rm Supervisrs (need backgrund check) Scrimmage Crdinatr (ptinal) District/D6 Playff vlunteers penalty bx 8

9 End f Year Party (planner & set up persnnel) End f Year player gift Cach gifts WHA Auctin Basket Fundraising (ptinal) Track activities and family participatin hurs n template Mnthly tally hurs t make sure each family participating fairly template t families 9

10 Additinal Guide: Games Squirts/U10 apprx 35 games/3 turneys*; PeeWees/U12 apprx 40 games/3-4 turneys; Bantam apprx 40 games/3-6 turneys. Squirt games cannt begin befre December 1, hwever, can scrimmage and have turnaments utside D6. Visiting team shuld always leave the ice first. Caches and managers shuld nt drink alchlic beverages prir and between games (per WHA Guidebk). *D6 des nt recrd Squirts/U10 standings, therefre, n game scres shuld be recrded n WHA site. Time clck When having hme games/scrimmages against utside teams, yu will be required t have a parent run the time clck/scre bard. Training is available. This is cnsidered team hurs in the Vlunteer Plicy. Scresheet A parent vlunteer is needed t write up the scresheet at all away fficial scrimmages/games. Basically it is filing ut the player number and times fr gals and penalties plus verall scres. Team labels are required frm bth teams ne fr each f the fur sheets within the scresheets. Refs need t sign at the cnclusin f play. Sheets are maintained by the manager during the seasn. This is cnsidered team hurs. Scresheets must be submitted t D6 within 3 days by the winning team. If the game ends in a tie, then it shuld be submitted by the hme team. Fax number listed n scresheets. Penalty Bx A parent vlunteer stays in the team's penalty bx t maintain dr fr player per refs. The refs shuld signal when the player is allwed ut. Vlunteer shuld remain quiet and respectful. This is cnsidered team hurs. Referees The referees are paid nly when they are used in scrimmages. The payment (determined via D6 website annually) shuld be in cash, given prir t the start f the game and shuld cme ut f the Team Fund. Game ref fees have been incrprated in registratin. Refereed r Official Scrimmages This shuld be perated just like a game with the exceptin that the refs need t be paid prir t game time in cash. Use full ice practice date/times. When wrking with ther teams, ffer t exchange ice times (s that tw scrimmages culd ultimately be set up) r split the ref fees. T find gd teams t scrimmage, check D6 standings t view cmpatible teams. T set up, g t the D6 Scrimmage Page - enter yur infrmatin at the bttm and submit. Terri Lken (D6 Referee Scheduler) will add it t yur team s page n Arbitersprts.cm and will yu t sign in t verify. If incrrect, please cntact her directly (d6refereescheduler@gmail.cm). Current ref rates are als psted n this page. 10

11 Cach r Unfficial Scrimmages This is cnsidered when refs are nt used during a scrimmage versus any ther team. One r tw caches shuld be n the ice and stp play t explain varius situatins. The screbard, scresheet and penalty bxes shuld nt be used. This is cnsidered mre f a learning experience. Fair Play Pints One pint is awarded t each team fr each D6 game. Pints are lst due t: cach miscnduct, parent/fan rejected, exceed penalty minutes PW/U12=12 min; Bantam/U14=14 min. Fair Play Pints are used in determining seed ranking fr D6 Playffs. Lcker Rm Supervisin D6 and Minnesta Hckey have ruled that a screened parent (successfully cmpleted a backgrund check) t be physically utside the lcker rm dr and peridically checking within the rm while the players are present (unless nly ne player). The mnitrs are nt caches and have t be gender specific. **N recrding devices are allwed in the lcker rm. C-Ed Lcker Rm Plicy WHA abides by the USA Hckey SafeSprt plicy that was adpted n June 15, Additinal training will be prvided t caches and managers. It can be fund at the fllwing link: Delay f Game Refs decide length and whether r nt t reschedule a game due t injury, etc. Hwever, they must cnfer with D6. Game Cancellatin D6 will determine if a D6 game shuld be cancelled/rescheduled prir t game time due t weather, etc. Pstings will be made n D6's website and D6 shuld cntact team's head cach in advance. If a team wants t reschedule a D6 game, they will incur a $100 fine plus need t d all the crdinatin f the new game. Practices Practice ice time is scheduled by the Ice Crdinatr. All cmpetitive level teams will experience 6:15am weekday practice time, which will be divided up fairly amng all teams. If any practice interferes with anther cmmitment, then it is the manager s bligatin t ffer a trade t ther team managers at least 10 days in advance (with the Ice Crdinatr cpied). If successful, the Ice Crdinatr shuld be ntified f the ice trades. If it needs t be cancelled, the Ice Crdinatr shuld be infrmed ASAP. The City requires at least 7 days ntice f a cancellatin and will fine the team $10. If ntified within 48 hurs, the team will be fined half the ice cst (apprx $100). If less than 48 hurs, the team will be charged full ice time (apprx $200). 11

12 Extra Ice Time If caches want mre ice time, request the full ice schedule frm Ice Crdinatr. Cntact managers and ask t switch r share ice. If time added, let Ice Crdinatr knw f the additin. Apparel There is n mandatry ff-ice dress cde. Apparel can be rdered thrugh WHA but again is nt mandatry. Turnaments Out f state turnaments need D6 apprval in advance. Htel party rm. This is really nice t have a hang ut place fr the players/adults in between games, etc. Find ut if TV and DVD player available plus if enugh space fr knee hckey. Team dinner culd als be held here. Htel breakfast. Smetimes games are bked early mrning. With getting t the arena n time smetimes breakfast can be a pain. Finding a htel that ffers cntinental breakfast is huge. Players enjy having htel dr signs. Ask parent/sibling vlunteers t create. Generally have Wacnia and player's number listed. Creativity is up t vlunteers. Turnament pster is fun fr the players t have t mark their lcker rm dr. Team dinner. Meals are hard t bk fr all the players and their families but everyne generally wants t be tgether. Marking ne meal as a special team dinner makes it easier. Find lcatin with party rm and wrk with management fr either extra wait staff r buffet. Prviding families with restaurant website r menu in advance helps a lt, t. Make sure wait staff/management is aware if there are time cnstraints between games. When registering/checking in the team prir t first game, make sure yu have the mst current game/turnament rules. Prvide check-in rules t all caches. Sprtsmanship remind everyne hw imprtant this is players, caches and especially parents. If parents get carried away, try t cl them dwn r ask a calm parent t help. End f Year Player Gift Each child shuld receive a gift at the end f the seasn paid thrugh the Team Fund. Sizes, styles and inscriptins are subject t each team. Sme suggestins: hckey picture frame with player picture, team signed puck, trphy, bbble head, team signed knee hckey stick, pht memry gift, etc. End f Year Party A team party shuld be held twards the end f the seasn t celebrate the team and their accmplishments. It is nice t have the caches say smething t recgnize each player while handing ut player gifts. These parties can be simple r elabrate. It shuld be paid thrugh the Team Fund r parent supplied. Sme ideas: 12

13 WHA party rm (free t teams) during pen skate r rented ice time. Have parents prvide a pt luck meal r rder pizza. Island View Glf Club back rm and have families purchase wn meals and/r snacks. AmericInn pl and party rm (apprx $75 fr 4 hurs) with parent pt luck r catered. Wacnia Bwling Alley has a back rm fr rent with pizza party. Reserve Unhinged Pizza s back rm with families paying fr pizza buffet as they enter. Team family huse party with all families bringing sme fd/drink t share. Vlunteer Checks Vlunteer checks are the assciatin s means f ensuring families fulfill their required vlunteer bligatin. If a family fulfills its required hurs by the end f the seasn, the check will be destryed and will nt be cashed. Checks must be cllected in Nvember. After a determined deadline, players f families wh have nt prvided the required vlunteer check will nt be allwed t skate until a check is submitted. A checklist with player names and check amunts will be prvided by the Team Manager Crdinatr. When cmpleted, the checklist and checks shuld be given t the WHA Treasurer. There is a Buy-Out Optin, whereby families wh d nt want t fulfill their WHA hurs may pay. This, hwever, des nt excuse them frm team hurs. Yu will be alerted if anyne n yur team has chsen the Buy-Out Optin as yu will nt be required t receive a check frm them. Each manager cllects the vlunteer checks frm each applicable family. Exceptins: Family has multiple players within the assciatin they wuld paid the ldest child's team manager Parent is a cach Parent is a manager Parent is n the WHA Bard Family paid with the Buy-Out Optin The WHA level hurs a family is required t cntribute is determined by the level f the family s player(s). See Vlunteer Plicy in the WHA Guidebk fr mre infrmatin. (1) IP-level player: 8 hurs r $300 (2) IP-level players: 14 hurs r $350 (1) cmpetitive-level player: 15 hurs r $300 (2) r mre players at cmpetitive r cmpetitive/ip levels: 18 hurs (max) r $350 max The number f hurs required by family fr team hurs is determined by the manager. 13

14 Website Instructins (mre directins n WHA Manager page) T families via the Website: The addresses are stred in the rster infrmatin that was psted n yur team page (it pulls the address they used t register). This is the easiest way t the entire team at nce. Click the Teams link at the tp f the hme page. Then select yur team level/name. Once yu re n that page (because permissin assigned) see a sideways-lking light switch tward the right side f the page. Make sure it is set fr Edit mde. Click n the Rster tab under the team header tward the tp. Players names shuld already be psted. Click n View Rster Grup (this is right belw the buttn t Add Player). There is a tab fr Messages right abve the list f player names. Click Messages fr link t the right that says Send Message t Grup. There will be a new windw called Select Message Recipients. Click all t message everyne n the rster. T select individuals, click Selected and chse. Then a frm t type a subject and message int will appear. Cntact the WHA Cmmunicatins Crdinatr fr a spreadsheet f yur team s players, parents names, phne numbers and addresses per registratin. Trubleshting: If a family des nt receive s thrugh the website tl, cnfirm with the family that their settings n the WHA Website is set t allw receiving s. Cncessin Stand With advanced ntice f scheduled scrimmages, Mark Hartmann at Handy Candy culd pen the WIA arena cncessin stand. He can be reached at r harty5662@gmail.cm. 14

15 Key WHA Cntacts Seasn: Team Manager Crdinatr: Andrea Ghman WHA Register: Gerard Hansn with assistance by Brad Bdem Vlunteer Crdinatr: Tim Larsn Fundraising: Amy Schneider Treasurer: Eric Jnes Equipment Manage: Randy Peitz Turnament Crdinatr: Jhn Bruellman Ice Crdinatr: Zach Stamsn Cmmunicatins Crdinatr: Chaz Larsn Girls Prgram Crdinatr: Charlie Vacek D6 Rep/SafeSprts Rep: Derek Siddns If there are issues with the WHA website including registering, vlunteer system (Dibs), etc. cntact the Cmmunicatins Crdinatr. Frequently Asked Questins D I, as manager, have t be at all f the practices and games? N, attendance at all practices isn t required. Hwever, there will be certain times during the seasn that it is necessary fr yu t attend (e.g., t cllect vlunteer checks, hand ut jerseys, etc.). 15