salin ne SWARM-STING soccer Team Manager Guide

salin ne SWARM-STING soccer Team Manager Guide www.salinesoccer.org

IMPORTANT CONTACTS Director of Travel Program Pete Loveland 734-546-0309 ploveland@yahoo.com Director of Travel Teams Bill Santos 734-717-5428 Billsantos1@aol.com Director of Coaching Andy Brookfield 630.335.1084 Abrookfield7@gmail.com SASA Administrator Margie Sauter 734.780.2162 admin@salinesoccer.org SASA Registrar Kelly Tomaszewski 734-476-8406 kmtpt@aol.com Ref Assignor Bill Clock James Ritchey 904-8938 645-2996 wclock072@comcast.net jrritchey@sbcglobal.net Treasurer Nath Akella 313-805-5788 treasurer@salinesoccer.org OVERVIEW OF TEAM MANAGER RESPONSIBILITIES Collect and submit all player registration paperwork to SASA Add roster to Team Gazelle user platform for online uniform ordering Communicate important information to team Schedule games Coordinate team volunteers and assist with the next year s Try-out Coordinate team tournaments and indoor league play with Trainer Administrator PRE-SEASON TEAM ORGANIZATION Team Binder A 1 ½ team binder is useful to keep all of the team documents in one location. A pencil pouch is handy for pens, post-it notes, etc. The following information should be kept in the team binder. It may be easiest to create a tab for each section. It is critical that the team information listed below be present at any game, tournament and practice as the Medical Release forms contain information in case of any emergency for individual players. Team Contact Sheet A one page, quick reference document with all of the emergency numbers for the players/parents. League Schedule A calendar of the league games and maps to away games. Results A printout of the previous season s results as well as tournament results. This information in needed to register for tournaments. League Info This section includes copies of the official league roster, league rules, referee fee schedule, and contact information for your opponents. Medical Release/Consent to Travel forms Each player should have these two forms on file with the team manager. A plastic page protector can be used for each player with the Medical Release in the front and the Consent to Travel on the back side. These forms will be used in the event of an injury and the parent is not present and for checking the team in at tournaments. Tournament Info Registration forms, liability release forms, schedules, and any other information for each tournament the team is scheduled to attend. After the tournament, a copy of the results (including the opponents played) should be transferred to the Results tab.

PLAYER REGISTRATION PAPERWORK Ensure that each player has completed the necessary paperwork according to the deadlines set by SASA and your league. A Team Packet is provided to the Head Coach containing the forms necessary as well as a Registration Checklist for the Team Manager to follow. Once all forms have been completed correctly, the Team Packet must be delivered to the Registrar as per club deadlines: 1. Welcome Letter Include as much information about the upcoming year as is available. This should include coach and manager contact information, practice schedule (if known), player and parent participation expectations, expected tournament information, off-season commitment expectations, and expected costs. A sample parent letter is provided in the appendix, templates are available online. 2. *Signed Contract Every player must submit a signed contract for either WSSL or MSPSP. 3. *MSYSA Medical Release This form MUST be notarized at the player s expense, often a notary is available at the SASA Team Meeting. 4. *MSYSA Consent to Travel form. 5. Picture a 1 x1 picture or uploaded headshot through GotSoccer. 6. Birth Certificate this should be a copy, on file through GotSoccer after the first year of SASA Travel Team participation. *made available for each team by SASA TEAM BANK ACCOUNTS Newly Formed Teams If this is the first year the team is in existence, the team manager should contact the SASA treasurer to obtain a letter that authorizes you to open a bank account. It is advised that two unrelated individuals have signing privileges on the account. For volunteer coach teams the signers will most likely be the head coach and the team manager. For paid coach teams the signers will be two parents. The team manger will work with United Bank and Trust in Saline, Michigan and coordinated with SASA s Treasurer to create an account. All new accounts must be opened at UBAT as this is SASA s bank and you will not receive money into your account if it is not at this bank. Existing Teams If the team already has a bank account then you will need to get together with the previous manager and have your name added and theirs removed. TEAM FINANCES The team manager is responsible for communicating with the SASA treasurer and trainer administrator to insure all team expenses are paid for on time. This includes communicating team plans for tournaments, state cup participation and desired location for indoor league play. Teams will be registered in groups and paid through SASA for indoor and tournaments. Managers will pay for referee fees and other extra expenses not covered in SASA fees. The team is responsible for providing its own training equipment, coach hotel expenses (for away tournaments), uniform expenses, and any additional/optional events as decided by the team. Any fees required for these items that are above the years stipend provided by SASA will be collected and managed by the Team Manager independently of SASA. Managers should not pay with personal credit cards or checks for any team expenses associated with SASA. PLAYER UNIFORMS Team managers are responsible for coordinating the uniform order placing through Team Gazelle s website. All team mangers will receive an email immediately following tryouts from Team Gazelle explaining the steps necessary to add the team roster to their website. Once this is completed and rosters are uploaded, managers will be responsible for insure players have placed orders and ordered uniforms by the order deadline. If issues occur in the ordering process managers need to communicate with the SASA administrator and trainer administrator so they can resolve any issues in a timely manner.

ROSTER CARDS It is handy to make roster cards for the coaches and parents. The roster cards have the player s name, uniform number, and parent s names and cell number. This information is VERY helpful if a player needs a ride to a game, someone couldn t find a field, etc. The cards are most useful if they are laminated pocket-sized cards. PLAYER PASSCARDS Player passcards must include the player s picture and they must be signed by each player. If the picture is uploaded into Got Soccer then it will print on the passcard. Otherwise you will need to glue each picture onto the player s passcard. You will need to organize the passcards to easily present them to the referees at each game in the same order as listed on the team Game Card. Some teams use the 8 ½ x 11 baseball card holders and others laminate each card and place all of the cards on a ring. The Premier League requires their passcards to be laminated. The passcards must be kept in usable condition through June. If a player is selected by the Head Coaches of two teams to substitute for a game, the Head Coach will request the player s passcard. This passcard is only to be given to the Head Coach upon their request, not at the request of a parent or handed to the parent. Once the player has substituted in the game scheduled, that teams Head Coach / manager will return the player s passcard to the originating Head Coach / manager as promptly as possible. At no time should parents become involved in the player passcard process for substitution in game play. RISK MANAGEMENT CARDS As an official member of the team, you will need to apply for a risk management card. This process is completed through your manager login for Got Soccer. Contact the Executive Admin for SASA s payment code. Once you are approved, printout your risk management card and keep in the team binder. In addition, a copy of the Head Coach and any Assistant Coaches also need to be included in the team binder at all times. IN-SEASON TEAM MANAGEMENT SCHEDULING GAMES Approximately 6-8 weeks prior to the start of the season, you should determine any major conflicts you will need to avoid when scheduling opens up. You will need to consider holidays, scheduled tournaments, major religious ceremonies, and school obligations. The Premier league will publish the game lineups approximately two months prior to the start of the season. The WSSL league will publish the game lineups approximately one month prior to the start of the season. SASA will inform all team managers when scheduling will open up. Once the game lineup is released teams can start scheduling games. SASA will provide detailed instructions on game scheduling at this time to all team officials. You MUST have access to the SASA fields Google document. This document shows all of the field availability for home games. You will need access to this document to schedule your home games. When you schedule a home game, enter your team information into the Google Document to reserve the field. If you fail to do this and someone else schedules a game in that slot then you will end up having to reschedule your game. Scheduling Games for Paid Coaches If your coach has multiple teams then you also need to coordinate your games with the other team managers. This is easily done through Google Docs and shared with all of the team managers, the coaches involved, the Director of Coaching, and the Directors of the Travel Program. Remember to allow for drive time between games. Many coaches prefer that ONE Team Manager out of the pool of teams under his/her direction schedule the games for all of the their teams, please consult your Head Coach for their preference in this area. If you are responsible for game scheduling, you will also be responsible for sending your final home game schedule to the SASA Registrar and the Exec Admin before the given deadline as they enter the home games into Got Soccer. Games are not final until they are locked by the league. Once your schedule is locked you can send it to your parents. You should also include maps to all of the away game fields. This information can be found on GotSoccer.

TOURNAMENTS Team managers are responsible for communicating with the team s coach and the SASA trainer administrator to determine which tournaments to attend. Once a team has decided which tournament they will be attending the team manager will go to the tournament website and register the team but NOT pay any fees. Once the registration has been completed the team manager must send the confirmation to the trainer administrator so payment can be sent in. Once payment has been sent, the trainer administrator will inform the team manager. The team manager is responsible the for communicating the team schedule with the teams families along with directions to the facility where games will be played. INDOOR LEAGUE PLAY Team managers are responsible for communicating with the team s coach and the SASA trainer administrator to determine which indoor league they will participate with. Once this has been determined the trainer administrator will register the team along with all other SASA teams playing at that facility. The team manager will be responsible for making sure team members are added to the roster at each facility and any player/family fees due to the facility are taken care of prior to the first game. The manager is responsible for communicating the team s schedule to the players and communicate with the facility if there are any conflicts in the schedule. REFEREE FEES It is the home team s responsibility to pay the referees. All SASA home games provide 3 referees a center referee (CR) and two assistant referees (AR s or sideline referees). The SASA Travel Committee will have the current referee fee schedule. Referee fees should be placed in an envelope for each referee with the game information on the outside of the envelope. Important information regarding referee fees: Referees are paid in CASH ONLY. Referees are paid BEFORE the game begins. It is best to pay the referees about 30 minutes prior to the start of the game. At the very latest they should be paid before the players are checked in for the game. Give each referee their own payment envelope. Do NOT give all of the envelopes to one referee. If a referee does not show up for the game, the money is NOT to be given to the other referees to split. The team will keep the money and distribute back to the parents or use for other team expenses. If an away game is played on SASA fields the stated home team is still responsible for paying referees. The home team makes the decision to have a CR and 2 AR s or just a CR. You must reserve the field in the Google Doc spreadsheet and contact the referee assignor with the game details and the number of desired referees. You must also communicate to the home team the cost of the referees so they can be prepared to pay them. GAME DAY PROCEDURES Print out a copy of your league s Game Day Procedures. If you are the home team you will need to print out 3 copies of the game cards and prepare the referee payment envelopes. The game cards, referee payment, and passcards are to be handed to the referees prior to the start of the game. Sometimes the referee will return the passcards after the team is checked in and other referees wait until the game is over. After the game, the referee will complete the game cards, have a team representative sign all 3 game cards, and provide the winning team with 2 copies of the game cards and the other team with the third copy of the game cards. The winning team is responsible for calling in the score and reporting any cards that may have been issued within 48 hours of the game and mailing one of the game reports to the league office. The other copy of the game card will be kept in the team binder. GAME RESCHEDULING/CANCELLATION Immediately contact the Referee Assignor and the SASA Registrar or Exec Admin who will then make the required changes in ref schedules, WSSL league postings and Got Soccer. Correct the changes in the field schedule (google doc listed above) and notify all parents of changes. Note: MSPSP only allows rescheduled games due to inclement weather or adverse field conditions.

TEAM COMMUNICATION Schedule: determine the method of routine schedule announcements as well as emergent changes between the Team Manager and Head Coach (who will do it, how frequent, by what method of contact, etc.?) Chain of Command: determine with the Head Coach which aspects of team communication will be the responsibilities of: Head Coach, Assistant Coach, Team Manager, SASA Board Members, etc. Code of Conduct: assist the Head Coach in communicating the expectations of parents and players in regard to conduct. For example: Parent Field Etiquette, Player Respect Contract, 24 Hour Conflict Policy, etc. Newsletters, Social Media or Web Page, Weekly Email Updates, are examples of formats teams utilize for communication tools. PARENT EXPECTATIONS Determine the expectations, if any, the team has for parent participation. Consider the following: - Travel Committee representative - SASA BOD positions - Team Social Director - Team Carpool Coordinator - Team Fundraising Chair - Tryout Volunteers (two per team in the early summer) - Team Equipment parent: collapsible canopies and benches are often very useful www.salinesoccer.org Important Websites: SASA: www.salinesoccer.org Got Soccer: www.gotsoccer.com MSYSA: www.michiganyouthsoccer.org WSSL: www.wsslsoccer.org Team Gazelle: www.teamgazelle.com MSPSP: www.mspsl.org