2017-18 RAHA TRAVELING MANAGER S HANDBOOK
The following is a brief description of your duties as a team manager: New District 8 Website www.minnesotahockeydistrict8.com Visit the site and familiarize yourself with what they have available. There is a Phone Book that will have many contacts for District 8 as well as other D8 Associations. District 8 Mandatory Head Coaches Meetings (Managers and Assistants Optional) Also Noted on Coaches Corner and Managers Hub D8 Game Schedule District 8 is going with AutoIce (AutoIce www.autoicescheduler.com) for District 8 game scheduling, so games will not be scheduled at the District 8 Coaches Meeting. We will forward a rough draft of your 16 game schedule for Coach/Manager review once we receive from AutoIce. Any edits or changes will need to be sent back to us ASAP so we can forward to AutoIce and finalize your schedule. Please double check important dates (ie: band/ choir concerts) that will affect your players. It is much easier to change game times before the final schedule is finalized. Your district games will be imported to your team calendar by the ice scheduler and you will be notified by email when this is completed. Managers should cross-reference their district schedule with what is listed on the District 8 master schedule which can be found on the District 8 website (above). During the season it is also good practice to double check your opponents schedule on their association s website team page to make sure that the dates and times match up. There have been mistakes in the past. We will put place-holders on your team page so you know the dates of potential District home games. USA Hockey Registration - MN Hockey Background Screening Safe Sport All managers need to register through USA Hockey (Free) and complete the MN Hockey Background Screening as soon as you are placed as manager. Print out your confirmations and keep copies in your manager s binder. All managers should also complete the USA Hockey Safe Sport as soon as possible. This is good for 2 years, so if you took it the previous season, you are good to go. See Links on Mgr Hub. Managers Page We have a Managers page under the Home tab on the website for your one-stop shop for many managing resources. There is a lot of good information and resources on the Hub. If you have ideas for the Managers page, let us know as it is a work in progress. Team Parent Contacts List: A team contact list will be furnished to managers with parent names, emails, phone numbers, etc. If you have not received your list, please contact the RAHA communications person to request your team file. It is recommended to send the file out to your parents so that they can check their info or add in missing info and create a finalized list.
Managers Email Account If you do not want to use your personal or work email for managing and would like to have an @rosemounthockey.org email address setup for the season, please get in contact with Chris at webadmin@rosemounthockey.org. This email would be setup through Gmail and be accessible from any internet connection as well as the ability to be synced to your smart devices. You can also setup a team email at gmail, yahoo, hotmail etc. directly for use during the season. Team Binders You will be furnished with a RAHA Team Binder to use throughout the season. Here are some things that you would normally keep in your binder throughout your season. Team Checkbook register Official Team Roster (furnished to you by RAHA Soon) Parent Contact List Copy of the District 8 rule book (See Managers Page for a Copy) Notes on Scrimmages that are setup and other managers contact info Copies of the manager, head coach and assistant coach USA Hockey Registrations Coach and Manager Background completed screening forms Hard copy of your monthly schedule (Keep it updated as things change) Anything else you want to add that will help you keep organized during the season. Binders will need to be turned back in at the end of the season. Team Check Books Our accountant Doug Ebner will furnish each manager with a physical check-book to use to write checks throughout the season. He will also send out an email each month outlining the credits given to each player so you know the total that each parent owes for that month. You will be responsible for collecting payments from the parents (less any credits) and turning them in to Doug (Accountant mailbox at RCC BLACK BOX on LEFT SIDE). You will also pay any team bills (except for extra ice purchases) out of your team check book. Please keep detailed records of any financial transactions that take place in your register and online checkbook.xls file (see One Drive section below). If you are making any early season purchases (Bus, Apparel, etc.) you should request early payment from your parents so you can make a deposit to cover the expense. At any time you can contact Doug if you need any assistance with the check book. Microsoft OneDrive (Cloud) You will receive access to our Managers Cloud where you will have a team folder setup where you can keep any files from the season all in one place that will be accessible anytime/anywhere with an internet connection. It is also where you will update your online checkbook.xls file. This is very convenient as our accountant can review your checkbook if you run into a snag, so please keep an updated master copy on the cloud at all times. www.onedrive.com Username: rahamanager@rosemounthockey.org Password: This will be emailed to you You will see your team folder once you login. If you have any questions on the cloud during the season, please contact Chris at webadmin@rosemounthockey.org
Monthly Ice Credits Many parents fundraise through RAHA to lower their cost of hockey. A credit sheet will be provided to you each month letting you know which players on your team have credits for that month. You will then adjust each of the skaters balance due when sending out payment notifications for that month. Please note that our CREDIT CUTOFF date is the 20 th of each month.so if they buy a Kwik Trip card on November 21 st they will not see their credit until they receive payment request for December. Team Page and Calendars You will be responsible for updating your team page and maintaining your online calendar throughout the season. Your team page will come very basic with just your event calendar and you should start browsing through the NGIN page elements options to see your options for building your page. Make it your own and use it as a communication piece for your team. Your calendar will be pre-loaded with ice times for the season. You should review your schedule and look for any double-bookings. Any home ice practices that turn into scrimmages should be edited by you. You will also need to add in any away scrimmages and tournament games to your calendar as they are scheduled. All event titles should contain your TEAM NAME: Team Party: Squirt A...Parent Party: Bantam B1 as many parents have multiple skaters and seeing the team names in the titles is very helpful to them. Please make sure that your home games and scrimmages at RCC are tagged to the RCC calendar. This populates all RAHA games into one convenient calendar that will allow us to schedule our concession stand more efficiently. (See.pdf example on Managers page) For help at any time on your team page or calendar, contact webadmin@rosemounthockey.org Add Games to your calendar on the GAME SCHEDULE Tab League Games and Tournament Games should not be added as a regular calendar event. These should be added in the GAME SCHEDULE tab of your homepage. Also add in scrimmages if you want to track scores. If you want to get fancy, you can add in your visiting team logos (See Managers Page for link to download the visiting team NGIN game widget logos). Once the game has ended, you add in the scores and mark the game final. (See.pdf example on Managers page) Game Stats (Team and Individual) Certain stats need to be turned on in order for them to show up on your team page (individual and team). If your coach would like to track stats, please contact webadmin@rosemounthockey.org to request certain stats to be turned on for your team page. There is literally every stat imaginable available to be tracked. Weekly Email Updates Parents really appreciate a manager who communicates well with the team. Throughout the season there can be many changes to a team s schedule. A Sunday Night weekly update is something that we strongly encourage. You should update the schedule for that coming week on your calendar and note any changes in your update. You can also add in any other information needed to be relayed for that week like who is working the penalty box, clock, locker room and scorebook for your home games. An address and map link to away games is also a good item to add.
Additional Ice Purchases and Ice Swap Page With only one full sheet of ice in Rosemount and 23 traveling teams (+IP Teams) finding ice is always a battle. Your team is welcome to go out and find additional ice at any time, but you will need to go through the ice scheduler to make sure it gets on the master ice schedule and so he can coordinate the payment to the rinks. This way it gets on the books and your team can properly be billed each month. Please visit the Ice Swap/Request Tab on the RAHA Homepage to see our process on additional ice purchases. You can also use this page to swap or sell ice with other RAHA managers so please review the page and visit it weekly Game and Scrimmage Referees District 8 will schedule your referees for your district games and our accountant will coordinate costs into your monthly bill. District 8 scheduled games are paid for in the District 8 fees that are included in the budget. All home scrimmage referees need to be scheduled by the team manager or coach through the ref ordering registration found on www.minnesotahockeydistrict8.com). You will need to write a check to the referees out of your team check-book and give directly to them before or after the game. Referee rates are listed on the D8 website www.minnesotahockeydistrict8.com/refereerates Home Game - Parent Volunteer Scheduling You will need to appoint parent volunteers for home district games or scrimmages. Score Book Keeper (Tracks stats during the game) Clock (make sure they have done the clock before or ask them to practice ahead of time) Penalty Boxes (Coordinate with away manager to see if they want one of their parents to take their box) Locker room monitor (See Below) DJ (Not Required) Atmosphere is great at RCC Find some peeps that have great tunes Scorebooks Should be located by the Clock, but extras are in cabinet between mailboxes. Always check with the away team when playing games outside D8. Some Districts may require the home team to bring the book and if you find this to be the case, borrow one from the cabinet and return immediately when done. Locker Room Monitors RAHA will leave this up to the coaching staff if they feel it is necessary. All parents doing monitoring need to fill out an online screening form at MN Hockey and complete the USA Hockey SafeSport module. See the Managers page for links and have each parent forward you a copy of their confirmation so you can keep in your binder. Game Roster Stickers: For EVERY (home/away/tournament) game you will need to provide roster stickers for the score book (4 stickers each game). A template is available in the cloud and sticker sheets for printing are available in the mailbox cabinet at RCC. You will want to have each player s name and # listed along with the all of your team coaches. If you find our sticker stock getting low, please send a note to Doug Ebner.
Winning Team enters in District 8 Game Results Within 24 hours of each LEAGUE game, it is the responsibility of the WINNING team manager to go online to www.minnesotahockeydistrict8.com and log info regarding the game. Follow up by periodically checking your team s record to ensure it is accurate. MAKE SURE YOU UNDERSTAND FAIR PLAY POINT SYSTEM (see District 8 Rules) Tournaments Your season tournaments have already been set up for your team and added to your team calendars. The master tournament list will be in the Managers cloud for your reference. Place-holders have been set up on your calendar, so please Review to make sure there are no mistakes on the weekends. Once you receive tournament game schedules, you can go in and add your games and update your calendar as you move through the brackets. Your out of town tournament hotel has been pre-booked for you. You should contact the hotel to establish yourself as the new team point person. You will need to send out the hotel and rate information to your parents so they can reserve their rooms before the block deadline. You will also want to visit the association website tournament coordinator and establish yourself as the new tournament contact person for Rosemount. You should receive a list of requirements you will need to send the tournament coordinator which will include a copy of your roster and game stickers. You shouldn t be asked for copies of birth certificates, A USA Hockey Roster is birth date verified by our District director. If you want to change hotels, you can cancel your block and re-establish a new block with a new hotel and cancel the block at the original. Add your hotel block deadline to your team calendar and also communicate it out to your parents and monitor with the hotel sales person. If your team wants to look into an additional tournament outside what RAHA has scheduled, your team parents all need to vote YES to approve the additional expense. Tournament Buses If your coach would like to take a bus to a tournament, this should be discussed with the parents before reserving to make sure everyone is OK with the expense. Be diligent and get at least 3 quotes to ensure the best pricing. Tournament Meals Grab some parents to help you with this, but coordinating with your coach and planning meals during out of town tournaments is very important. You also could have 2 games in a day in Osseo Maple Grove or somewhere else far away where it doesn t make sense to come back home.so find a place to eat and coordinate for those who are sticking around to eat as a team. It s a good idea to create texting group or use a texting app for quick communication to the team parents and coaches. Tournament Pin Trading All Squirt teams going to Fargo are required to design and bring trading pins. Other tournaments like the YHH Squirtacular are also jumping on the pin band wagon. There are some pin ideas in the One Drive for you to look at and you can also get in touch with one of last season s managers who was involved with the pin trading process for help on designs and who they ordered through. The tournament should let you know your requirements if they don t, get in touch with them. Parent Parties, Team Parties, Year End Parties, Coaches Gifts: Pull in other parents to help you with this kind of stuff. Early team bonding activities outside the rink are a good idea. Parent Only parties are great for the parents to get together. Year end parties are always great and try to collect some money at the end of the year to get your coaches a gift.
Team Apparel The RAHA boosters have most likely rolled out their team apparel for the year. If your team is going with team apparel, you can order through the boosters or go elsewhere for alternative designs. We just ask that you stick with the RAHA color scheme of Kelly Green, Navy, White, Grey or Michigan Gold. 3 rd Jerseys 3 rd Jerseys are allowed at all traveling levels as long as there is a 75% parent vote. You can find a vendor and design your own, we just ask that you stick with the RAHA color scheme of Kelly Green, Navy, White, Grey or Michigan Gold. If you have less than 75% and still want the jerseys, the YES votes will need to cover the NO votes or find a sponsor to pick up the balance. Team Sponsorships Any team sponsorship of $500 or more receives 1-Year of advertising space on our website and newsletter, so please pass on to our Communications Coordinator if you have a sponsor donating funds in access of $500. Volunteering We encourage all of our teams to get out and volunteer in our community. A folder is in the cloud where you can get a list of ideas. Feed My Starving Children is GREAT, but there are many opportunities right in Rosemount that will keep RAHA in sight. Take a look and get something scheduled. End of Year Requirements (Jerseys and Check Book) Make sure to collect the home and away jerseys at your last game of the year. Please wash the jerseys and return to RAHA. A form will be provided to you to make note of needed repairs with the jersey #, color and where a jersey may need attention in the offseason. Helping point this out will save our equipment manager hours on scouring through all the jerseys looking for repairs. You will also want to close out your checkbook with Doug figuring out final payments for each skater and collecting checks. Doug will help you with this. If you have any questions, please feel free to contact us Doug Ebner (RAHA Accountant) accountant@rosemounthockey.org 612-581-7836 Chris Kalata (Communication Coordinator) webadmin@rosemounthockey.org 651-276-0351 Best of luck to you and your team. Most importantly.enjoy THE SEASON!!