Site Manager, Field Marshal, and Scorekeeper Handbook 2014
General Duties of Site Manager This year, we have introduced a new system of site management for locations that allow us to run concession businesses. Those who volunteer to be Concession Managers also hold the title of Site Manager and are responsible for all the tasks found in this manual. There will be a special Concessions Guidebook that accompanies this document for this dual role group of volunteers to use. The site manager is responsible for overseeing all events that occur at his/her site including managing: field marshals; scorekeepers; referees; NCHU concessions; hired vendors on the confines of the site; and participant teams and their guests. On Friday afternoon before the tournament, Site Managers or their representative must pick up a site documentation binder, field marshal shirts, AEDs, STATMAT scorekeeping boards, and a communications device at Northport Soccer Park between 4 p.m. and 6 p.m. You are responsible for these items for the duration of the tournament, do not leave them unattended at any time. The binder will contain the following information: A. the tournament rules B. list of volunteers and vendors at their site C. a schedule of games in field marshal format (extra copies included) D. awards distribution report E. tie breaker and awards determinations rules F. a field layout map for that site G. StatMat instruction sheet H. Tournament Management Contact List The Site Manager is responsible for the following tasks being performed by themselves or their assigned volunteer: A. Keeping a copy of the Site Management binder with them at all times, or keeping a copy at a designated Site Manager Table, which must be established at each unique playing location under their control (establish this location as close to the center of the action and where traffic into the site can be observed). It is the Site Manager s job to be aware at all times who is in charge of each location they have control of and to supply this binder to them. One copy of the binder for each location will be provided. If the location is part of a joined concession site, each binder will have the full set of documents for all combined locations included. B. Communicating all needs directly with tournament center via the assigned communication device or cell phone. C. Controlling flow of all participant teams in and out of complex; D. Assigning field marshals to their tasks and supplying them with copies of schedules (limited supply included inside the Site Management Binder so always keep one to make new copies if needed). E. Assigning a scorekeeper if you do not have the time to do this task yourself. There is no official scorekeeper job title, but if you have an experienced scoring volunteer who wants this job, let them do it because it is essential to get the scores in correctly and immediately via both the physical scoreboard and also the electronic entry system. The site manager and scorekeeper are responsible for protecting the scoreboards and the referee score sheets
(field marshals deliver these to the scorekeeper after each game) against all adverse weather conditions. The site manager displays the Statmat boards in a prominent place that all can see (tape them on a table carefully but in a way you can remove them without damage for taking home between days). ALL scoreboards are to be returned to headquarters at the end of the tournament. Do not give the scorecards to the division winners, no matter how much they beg. These are the property of the tournament and are used after the tournament if needed. F. Managing on-site, non-nchu vendor placement and participation and ensuring only assigned vendors are selling at your site. Contact the tournament center immediately if you have a non-authorized vendor appear on your site. If they stay outside your site, there is nothing you should do; G. Ensuring referees are present. All referees must announce their arrival to the site manager (they will be told to do this when they pick up their assignment at NHS each morning). Contact the tournament control center immediately if a referee is missing (when you find the teams for the next game, you should also be finding the referee). Games must be played on time and if there is no referee, you must find a knowledgeable volunteer (have a game timer and whistle with you at the site). If and when the referee comes for that game, they take over immediately. H. Ensuring EMT is present and equipped properly (AED is our responsibility to provide). Exchange communication contact numbers with EMT immediately when they show up for work and stress that they cannot leave the site without someone taking over for them. I. Securing all material overnight that is required for the second day. This includes scoreboards; referee score sheets, AEDs, shirts, and communication devices. Leave none of these or any other valuable items at the field overnight, there will be no security provided. The only exception is that you can leave the golf cart if you are assigned one, but take the keys with you. J. Preparing for playoffs by having the scores entered promptly, especially after the 1 st game of that flight on Sunday (trophy day). Know where your games are being played every game is played on very specifically assigned fields and are not interchangeable at any time, and there are fields at your site that are designated for the final 4 th games based upon field quality and location with the Championship game getting best field (determined by the scheduler). Know how to determine placements of the teams in the flights at your site (teams will be gathering around the Statmat scoreboards to offer their advice, but keep them at arms-length in a friendly manner and be authoritative doing the decision making and announcement of 4 th game decisions). Know the tie-breaking rules (supplied in site binder) which may be needed in this placement decision (be very familiar with how the shootout is to be handled and ensure the referee knows our rules. K. Managing the awards ceremonies and distribution process which includes keeping inventory of needed awards throughout final day. L. Ensuring the safety of participants by managing the placement of tents and tables brought by participants. Ensuring that there is a clear entrance and exit for any ambulance or police traffic. M. Notifying headquarters of all injuries involving treatment by the EMT. There will be an injury report form you must fill out and get signed by the EMT and the treated guest s adult supervisor (coach or parent). These forms must be delivered to the tournament center at the end of play on the final day. If
you are at a site that is open after tournament center closes, you are responsible for bringing these forms to the tournament director as soon as you can. There are guests submitting insurance claims every year, and some added documentation in our hands will help. N. Notifying headquarters if games are running late. We do not have any spare time on these schedules, so you must keep your site tightly controlled games after game. O. Ensuring that porta-johns have toilet tissue for tournament guests. P. If assigned, securing the golf carts and ensuring no unauthorized use. No one without a valid driver license may ever drive or ride in a cart. No non- NCHU volunteer or EMT may be a passenger unless being transported for medical care. Q. Calling 911 or the supplied number for village (if you are in Northport village) for police support in the event of any crime reported or seen. You are not the police department. R. Supplying needed tools and supplies including: tape, scissors, and a clear plastic sheet to cover scoreboards. If you have a shovel and rake and a bag of dirt, throw them in your trunk just in case any emergency small scale field repairs are needed. We will have someone assigned to help in large scale damage repair. General Duties of the Field Marshal All Field Marshals will be issued a special T-shirt so they can be easily spotted. If available, they will also be issued a communications device to speak to all sites. You should move throughout their site to oversee the events taking place. You report directly to the Site Manager and you are responsible for keeping them aware of your activities. You must have a Field Marshal Game Sheet with you at all times and this is provided by the Site manager. Give this sheet back to the Site manager when your shift ends. The Field Marshal's responsibilities include the following: A. Starting games on time by finding and notifying the 2 teams at least 10 minutes before game time and showing them the field of play. All games are specifically assigned to fields and are never interchangeable. All needed information is on your Field Marshal Games Sheet. B. Keeping games on schedule by watching the clock and reminding referee if necessary about rules of continuous play. C. Taking half the referee game sheet, portion that has the score (they keep one half to get paid) and bringing this score to the scorekeeper entering scores onto the Statmat scoreboards and also the electronic scoring system. If you are assigned to also be the scorekeeper, enter these scores immediately to both places. The scoreboards and these score sheets must be protected from wind and rain at all times. D. If an injury occurs, immediately get the EMT to assess the injury. You do not medically treat participants. You can assist an EMT, coach, or a parent only if requested. E. Answering general questions pertaining to the tournament. If unable to answer a question, please forward the questioner to the Site Manager.
F. Working for the Site Manager on any task that manager requests your help. Scorekeeper and Scoring Instructions There are no official Scorekeepers assigned to the tournament. Site Managers will assign this task at the site utilizing the team of volunteers they have available. The scorekeeper can only enter a score if read from an official referee score sheet that will be delivered to them by a Field Marshal. If a referee delivers this in person, remind them that they need to give this sheet in the future to the Field Marshal. When a referee score sheet is missing, and the referee cannot immediately be found to verbally report the score, you must find both coaches and have them agree to the score before it is entered. The scores must be entered in two places the Statmat board and on the gotsoccer.com website. Secure and store these referee score sheets for possible use as audit paperwork. At the end of the tournament, the score sheets must be returned to Tournament Control Headquarters (Northport High School). The Site Manager is responsible for providing the storage container and for the post-tournament delivery. There will be a STATMAT board for each flight in the tournament. It is very important that the scores are posted correctly and immediately, since this will determine standings for trophies. If the scorekeeper is confident of their abilities to make playoff placement determinations of teams (in playoff capable flight) after the 3 rd game, or final awards decisions after the 4 th (non-playoff flights) they can make these decisions. However, the Site Manager is ultimately responsible for these decisions so this level of service must be approved by them before you proceed. You can and should be involved in the awards ceremonies where you are making these decisions as that is the best payment we can offer a volunteer.
Gotsoccer.com Scoring Scorekeepers must have access to a smartphone with internet access. The smartphone must have a QR code scanner. Free QR code scanner can be downloaded at itunes for iphone or Google Play for Android Phones. Recommended scanners are: RedLaser, ScanLife, QR Reader or Barcode Scanner. You come to this screen. Tap on scoring boxes and fill in the score. Select save. NOTE: After you save, you will have the option to close out the browser or enter a new game number. Entering game numbers is a faster way scoring on
GotSoccer.com's site than reading barcodes. If you use this method however, please double check that you inputted the correct game number by verifying the teams from the scorecard.