Petersfield Town Juniors Football Club MANAGERS BRIEFING

Petersfield Town Juniors Football Club MANAGERS BRIEFING

Content Key Contacts Your Team Player Registration Fixtures Match Preparation Match Days Love Lane Penn's Place Referee Subscriptions Match Reports Administration Expenses Managers Meeting Match Format Pitch Marking Streaming End of Season Awards evening Summer Tournaments Appendix Club Policies Code of Conduct

Key contacts Chairman The boss Nick Orr: nickorr22@yahoo.com Secretary Questions about fixtures, league, Hampshire FA, etc David Wands: ptj.secretary@gmail.com Child Welfare Officer Report any welfare concerns to our child welfare officer: Christine Baker: c.baker@steep.hants.sch.uk. 07552 735361 Please ensure you have Christine s contact details in your mobile phone. Treasurer Jimmy Balogun: jimmy@jimzgrp.com

Your Team Establish and register your team of helpers. Assistant Manager Assist you in training / coaching and match days etc. Team Secretary Support the team from an admin perspective. Assistant referees (linesmen) ask a couple of your team parents to run the line for 9v9 (U11+U12) or 11v11 (U13+) matches. CRB Checks are essential for all team officials. Anyone taking charge of a team for matches or training MUST have a valid and in-date FA Criminal Records Check They will also need an FA Safeguarding certificate as soon as possible. The Child Welfare Officer (Chris Baker) or Assistant Child Welfare Officer (Julia Nesbitt) will assist with your CRC application. Contact c.baker@steep.hants.sch.uk or julianesbit@aol.com FA Safeguarding courses can be booked online: www.hampshirefa.com/courses/courses/the-fa-safeguarding-children-workshop First Aider Every team needs someone trained in first aid,. Can be the manager or assistant manager or qualified parent. Must have attended an FA Emergency First Aid course. www.hampshirefa.com/courses/courses/the-fa-emergency-first-aid FA Level 1 Coaching Certificate. Every team must have an FA qualified coach (level 1 or higher). This can be completed within the first year of managing a team. It includes FA Safeguarding Children and Emergency Aid courses. (If you already have these then you can skip those parts of the level 1 course.) Look at both the Hampshire FA http://www.hampshirefa.com (or Sussex, Surrey or Royal Navy FA) sites for available courses. The club will reimburse the cost of all FA courses once completed. Ask the treasurer for an expenses form.

Player Registration Players complete and return a signed PTJ membership form New players must submit proof of age (e.g., copy of passport or birth certificate) Players are then registered online by a player registration officer (usually the team manager or team secretary) on the FA Whole Game System: wholegame.thefa.com see next slide! You will need a digital passport-style photo for each player (e.g., from a smart phone) - every season for NEHYL, every other season for some other leagues After you have registered the player on WGS, pass the completed registration forms to the club secretary or treasurer

Online Player Registration q Go to wholegame.thefa.com and login with either your FAN number or email address and password (select forgotten password if necessary) q If you are set-up as a player registration officer for the club then you should have a tab at the top which says Petersfield Town Juniors. Select this tab. q Register players from the Player Registration tab on the right q Search for a new player s FAN entry by name and date of birth and add them to your team q Only if they do not have a FAN entry then select create new entry and enter their name, date of birth and address q Click on the player s name q Select edit details q Select English qualified unless they have previously registered for a foreign club q Select male or female q upload a passport-style photo (new photo required every season for NEHYL) q Select add ID check q If the player played for PTJ last season then select previous season league ID card q If the player is new to PTJ then you will need to have seen a document with their date of birth q Select completed by you (if you are registering players then you are a club official) and today s date q Back on player registrations, click the box next to the players name q If you have the membership form signed by a parent/guardian then select confirm offline consent q Select assign to teams and assign to your team, and include all teams in your age group for development league (U11 and younger) q When you have done all that then submit to league

Squad Lists q Squad list managers will need to download a squad list from WGS with photo IDs to be shown to the opposition before every match team officials photos will also be added to the squad list in the near future your photos also need to be uploaded to WGS click on My Account, then edit details to upload your photo To create a Squad List following the below instructions; Click on the Player Registration tab Select your team from the filter menu (Grey area above the first players name) Select each player that you want to create in your Squad List this can be all the players in an age group or any selection that you like. From the top Green menu that will appear after you have selected your players, click on Squad List. Automatically a PDF document will open with photos of all the players that you have selected. You can now email this document to yourself and save on your phone or print.

Match Fixtures Match Fixtures In general you will receive an email from FA FullTime when a fixture has been arranged. NEHYL team managers should register have your correct contact details listed on the site. Typically divisional secretaries will arrange about 6 weeks worth of fixtures at a time for each age group. For development ages, you do NOT play every team in the league home and away. The fixtures are scheduled to match your teams ability to other similar standard teams. The leagues may be rearranged 2 to 3 times during the course of the season to place teams at appropriate levels. If you are playing at the wrong level contact your divisional secretary. If you need to change a fixture you need to email the divisional secretary to request this in the first instance. Give them as much notice as possible.

Match Preparation Preparation - Confirming the Match Details q q q q There is a difference in terms of what you need to do depending on whether it is a Home or Away game. For Home games you must confirm the following: 1. Email the opposition and provide them with the date, location and kick-off time of the match. Ask them to confirm that they are available to play. For NEHYL contact details are on the league website. https://www.nehyl.org.uk/home Club secretary (David Wands) will email out the pitch allocation for home fixtures and kick-off times at the beginning of the week. 2. Confirm with the referee that he is available and OK to ref the match. Text message is best as they are usually young kids (teenagers), so will not look at email much. For NEHYL matches the referee secretary will email the referee allocations on a Monday and you can also see these on the NEHYL website. If you do not have a referee allocated to your game you will have to try to find one yourself! (and notify the league if you find one.) It is worth keeping a note of the referees you regularly get allocated. For Away Games, you just need to reply to your opposition manager when they contact you to confirm you can play and turn up with your team! If your game is cancelled, you must notify the referee (home games only), your opposition, the divisional secretary and club secretary (David Wands), and email Nick Baker who runs the tea hut if your match was at Love Lane.

Match Days Love Lane Match Day Set Up (Home Games) Having a team of volunteers is essential for Match Days. Ideally, you will be able to concentrate on the kids and getting them prepared for the match! Pitch Set Up i. If you are the first match scheduled you need to put out the corner flags, goals and fix the goals in place with the goal weights. ii. iii. iv. The goals are chained up at the back of the changing rooms and you will need 2 people to carry them. This is a good job to delegate to your parents! The padlock code is 1965. The corner flags and goal weights are all kept in the store room at Love Lane. The shutter door can be opened with any key, just turn the lock. The code for the door is CO35XY. v. You will also need to ensure that there is no dog mess on the pitch! (bring a plastic bag!) If yours is the last match scheduled on your pitch then you need to ensure that the pitch is fully put away in the store room. If yours is the last match being played at Love Lane, then you MUST ensure that the pavilion is locked and the goals are chained up before you leave.

Match Days Penn's Place Match Day Set Up Pitch 3 at Penns has a wheelie bin in the store the containing nets, pegs etc which corresponds with the number on the bin. All the other pitches have mobile goals. Setting up before a match takes approx. 30 mins. As well as setting up the pitch you need to ensure that you have a respect line for spectators on one side of the pitch. A marked white line is sufficient (or use cones if there is no line marked). A roll of insulation tape is recommended on the 11v11 goals to help fix the nets to the posts. If you are the last match scheduled take everything down (and put nets back in to the wheelie bin) and lock the store area, located on the side of the taro. Combination lock number is 1664 (think Kronenbourg!)

Match Days Paying the Referee 1. Referees are paid by the home team (or both teams for double headers) 2. Referees should be paid before the match. 3. Referees are paid from the team s subs collection and recorded on the monthly form. 4. Make a note of the Referee s name for the match result card. 5. The Referee charges are fixed by the Leagues.

Match Days Subscriptions 1. Match Subs are a source of club income and must be collected on a regular basis currently this is 3 per game. You will use this money for paying referees. 2. Match Subs are charged for matches played (league matches and friendlies). Match Subs must be collected from playing participants by the Team Representative and recorded on the monthly Revenue Form (can be downloaded from the Managers Corner on the website). 3. Subs must be handed in at the Managers Meeting, accompanied by a completed Revenue Form (can be downloaded from the Managers Corner on the website). 4. You will also need to collect money from players to cover the cost of tournaments that you enter, e.g., summer 6-a-side tournaments. 5. Training Subs are part of the signing-on fee.

Match Days NEHYL Match Reports q The NEHYL Match Report Card is now completed online via a Google Form Match Report Card Google Form q Match Report Cards are fairly straight forward to complete and must be submitted after every game. q After each game you also need to text the score to the league. You will receive a text message on the morning of the match requesting the score. q You simply reply with the score only, for example 2-1. If the game was postponed you should still reply to this message with P-P

Administration Expenses Expenses must be pre-agreed by an Officer of the club prior to any expense incurred. The club will not accept liability if authorization was not sought by one of the following officers; Chairman, Secretary or Treasurer. Claims must be made using the expense form (can be downloaded from the information section on the website).

Administration Manager Meetings q Managers Meetings held first Friday of every month during the football season starting in September. q All Teams must send a representative to these meetings (it doesn t have to always be the manager). q These meetings are important to share essential information and also a chance to socialize with other managers and to get to understand the running of club better. We are all volunteers! q Teams will be suspended if they repeatedly fail to attend meetings q The club AGM is held in July Open to all Members.

Administration Match Format

Administration Pitch Marking q At least a couple of times a season you will be on a rota to mark out the pitches. This is circulated at the beginning of the season. q For Love lane the paint is kept in the store room along with the line marking machine. You will need to mark out all of the small-sided pitches at Love Lane when it is your turn on the rota. (not the full-size pitch unless you are a U18 or senior team) q For Penns Place pitch marking this is split into two groups for the 9v9 pitches, and for the 11v11 pitches. q One manager from each of these section draws up the rota for their section and will email the other managers to advise the weeks going forward. So everyone knows who's turn it is to line mark in the weeks ahead. q If more paint is needed you can purchase this at Travis Perkins where the club has an account. q Please note, in the late autumn/winter when the leaves are falling it can take quite a bit of time to complete all of the pitches. Again, having help or dividing these tasks amongst your team is very helpful.

Streaming Development league players (U11 and younger) are signed to the club, not a specific team Streaming is the process that allows players to move between teams in their age group according to their level and rate of development It is intended to give players the opportunity to play in a team at the appropriate level, giving them the opportunity to develop and realise their potential This currently starts with the U10 age group The team managers oversee the streaming process for their age group and keep it under periodic review, usually at the end of the season

End of Season q q q q q q q Each team should arrange their own penalty shootout competition Nigel Gardner will arrange a Mini-World Cup for U8 players and below in early May. The Tarling Memorial Cups (U14 boys v Officials and U14 girls vs Ladies) takes place in May, usually following the Mini-World Cup at Love Lane There is also a club penalty shootout competition for the winners and runners up from each team. The Molloy Cup is a Managers v Assistants match, usually held around FA Cup final weekend. There is an end of season Awards Presentation for all teams. Each team needs to decide awards for players' player of the season manager's player of the season most improved player penalty shootout winner The PTJ six-a-side tournament is mid-june

Policies All club policies can be found in the Information section on the website. These include: q Code of conduct q Anti-bullying Policy q Reporting Poor Practice q Photographs and Video Policy q Child Welfare Policy q Kit and Sponsorship q Training Policy q Complaints procedure q Data protection policy

Respect q See http://www.hampshirefa.com/about/respect q Code Of Conduct for Football q Managers Code of Conduct q Players Codes Of Conduct q Code Of Conduct for Officials q Code of Conduct for Parents/Carers/Spectators