McKnight Hockey Association

McKnight Hockey Association Electronic Evaluation Tool Manual 2013-2014

Table of Contents Introduction...3 Evaluation Tool...3 Login to OneClickIce...3 Evaluations...4 PROCESS...4 Evaluation Procedure...5 LISTS (Email, phone, etc.)...6 Generate Emails...7 Generate Check- in List...7 Generate Phone List...8 Generate Website List...8 Generate Evaluators Grid...9 Generate Data Entry File...9 Generate Team List...10 Generate Summary...10 Email All Players...10 EVALUATION GRID...10 Reviewing the Data...11 Moving Players...12 Evaluators Graph...12 Next steps...13 Troubleshooting...13 IMPORT MARKS...15 CLEAR MARKS...15 Other... 15 Update Player Info...15 Update Player Email...16 Assign Helmet Numbers...16 Assign Players to Sessions...17 Remove Players from Sessions...17 Tables... 17 Using Tables...18 Evaluators...18 Score Sheet...18 Score Sheet Item...19 Sessions...19 McKnight Hockey Association Page 2

Introduction The McKnight Evaluation Manual governs evaluations for players in McKnight Hockey Association. The objective of the evaluation process each year is to place the players in a team environment whereby their skill level will allow them to enjoy the game of hockey while developing both their athletic and interpersonal skills. OneClickIce has developed an Evaluation Tool to facilitate Division Evaluation Coordinators when assessing player placement. Evaluation Tool The OneClickIce Evaluation tool allows the Division Evaluation Coordinators to do the follow tasks: Import player marks Review player data and make adjustments Send emails Create team lists Send files to update the website Login to OneClickIce http://mcknight.oneclickice.com/login.aspx?returnurl=%2f At the login screen you will ask you for a username and password: Username: The name of your division, first letter is a capital Password: The password will be sent to you by email, it will be alpha- numeric. Division Evaluation Coordinators will only be able to view their own divisional data. Once logged in the Division Evaluation Coordinator will have access to the following: Evaluations: Other: Tables: Main component of tasks performed by the Division Evaluation Coordinator All information on players, email lists, phone numbers, and website file Tables for evaluators, score sheet and score sheet items, and the ice sessions for the division McKnight Hockey Association Page 3

Evaluations PROCESS Under the PROCESS tab the Division Evaluation Coordinator will have the tools to work within the program: 1. Clear Player List Clear helmet numbers attached to player Head Evaluation Coordinator Task Only. 2. Import Player List Import Player list from a csv file provided by the McKnight Registrar Head Evaluation Coordinator Task Only. Add Player Manually Add players manually that were not initially imported, due to late registration. Use the Update Player Info Table to add all necessary player information. 3. Generate Players Numbers Assign helmet numbers to each player, alphabetically or randomly Head Evaluation Coordinator Task Only. 4. Import Evaluation Schedule Import the ice slots assigned to your division using a csv file provided by the McKnight Ice Schedulers Head Evaluation Coordinator Task Only. 5. Assign Player by Number to Condition sessions and first Evaluation Assigns players by helmet number to the conditioning session and first evaluation only Head Evaluation Coordinator Task Only. 6. Add Evaluators Add or remove evaluators for a division. 7. Clear Assigned Evaluators Remove ALL evaluators assigned to a session. 8. Assign Evaluators to Sessions Assign evaluators to each evaluation session. 9. Check that Evaluators are assigned properly Verification tool to visually check to ensure that your evaluators are properly assigned. 10. Setup Score Sheet Make updates to notes at the bottom of the current score sheets, or add new score sheets. 11. Setup Score Sheet Items Make updates to the current set of items or add new items to be scored, example: skating, agility, puck handling. 12. Clear Session Score Sheet Remove all items assigned to a score sheet. 13. Assign Score Sheet Assign score sheets to each evaluation session. McKnight Hockey Association Page 4

14. Check that Score Sheet are assigned properly Using the Sessions Table to verify ice slots are assigned to the correct evaluation session. 15. Evaluation Grid Tool to review all evaluation data once it has been imported into the system. Review data, make adjustments, remove anomalies, assign players to sessions, and lock in players to prepare for the next session. 16. Import Marks Import the evaluators data into the OneClickIce Evaluation Tool. Evaluation Procedure Each Division Evaluation Coordinator will need to run through the following process. The Conditioning Skates and the first Evaluation skate must be the same. The first evaluation skate is based on skills, players are grouped alphabetically and players are not being compared to each other. They are scored on their ability to do each skill set before them. When the evaluator scores for the first skate, and the data is then entered into the system, the Division Evaluation Coordinator will use the OneClickIce tool to sort players that will then divide them into ice sessions based on similar skill. This is an important distinction as Evaluation skates 2 through 5 may have some manually manipulation of players as noted in the Reviewing the Data section of this manual. Once players are assigned to the first two sessions, emails can then be generated and sent out through the Division Coordinators McKnight email address. Session Tasks Before Conditioning Ice 1 After Conditioning Ice 2 After Evaluation 1 Ice Assign helmet # & players to session (completed by Head Evaluation Coordinator) See Evaluations Step #3 & #5 Import Scores Evaluation Grid Select Evaluation 1 Recalculate averages, select scores to ignore, finalize session Prepare Lists select Conditioning #1 Send emails to players #4 File to website Prepare Lists select Evaluation 1 #1 Send emails to players #2 Print check- in list #3 Print phone list #4 File to website #5 Print Evaluator Grids (All players) #6 Save data entry file on flash drive (All players) Prepare Lists select Evaluation 2 #1 Send emails to players #2 Print check- in list #3 Print phone list #4 File to website #5 Print Evaluator Grids (All players) #6 Save data entry file on flash drive (All players) McKnight Hockey Association Page 5

After Evaluation 2 Ice After Evaluation 3 Ice After Evaluation 4 Ice After Evaluation 5 Ice Import Scores Import Scores Import Scores Import Scores Evaluation Grid Select Evaluation 2 Recalculate averages, select scores to ignore, swap players from one group to the next, finalize session Evaluation Grid Select Evaluation 3 Recalculate averages, select scores to ignore, swap players from one group to the next, lock players to a team, finalize session Evaluation Grid Select Evaluation 4 Recalculate averages, select scores to ignore, lock players to a team, finalize session Evaluation Grid Select Evaluation 5 Recalculate averages, select scores to ignore, lock players to a team, finalize session Prepare Lists select Evaluation 3 #1 Send emails to players #2 Print check- in list #3 Print phone list #4 File to website #5 Print Evaluator Grids (All players) #6 Save data entry file on flash drive (All players) Prepare Lists select Evaluation 4 #1 Send emails to players #2 Print check- in list #3 Print phone list #4 File to website #5 Print Evaluator Grids (Bubble players only) #6 Save data entry file on flash drive (Bubble players only) Prepare Lists select Evaluation 5 #1 Send emails to players #2 Print check- in list #3 Print phone list #4 File to website #5 Print Evaluator Grids (Bubble players only) #6 Save data entry file on flash drive (Bubble players only) #7 Print Team List (show bubbles) Prepare Lists select Evaluation 5 #1 Send emails to players #7 Email Team List to McKnight Board for review, to the Coach Selection Committee to choose coaches, then to Head Coach once selected LISTS (Email, phone, etc.) Under the LISTS tab the Division Evaluation Coordinator will have the ability to generate emails, various lists, as well as, generating score sheets for evaluation sessions: 1. Generate Emails Use this tool to communicate with families regarding upcoming ice sessions. Emails are generated by session group. 2. Generate Check In List Use this tool to generate a check in list to verify attendance all ice sessions. 3. Generate Phone List Use this tool to generate a phone list for all players. This list will also indicate which players DO NOT have an email address in the system. 4. Generate Website List Use this tool to provide a list of helmet numbers, and corresponding jersey colour requirements for the upcoming ice sessions that will be posted to the McKnight Division website page. McKnight Hockey Association Page 6

5. Generates Evaluator Grid: Bubble players only Generate evaluation score sheets for each evaluator for bubble players only All players Generate evaluation score sheets for each evaluator for all players. 6. Generate Data Entry File: Bubble Players Only Create a csv file to be used by the data entry volunteers to enter in all evaluator score sheets for bubble players only, to be later imported into the system. All Players Create a csv file to be used by the data entry volunteers to enter in all evaluator score sheets for all players, to be later imported into the system. 7. Generate Team List Produce final team lists for the division once evaluations are completed. 8. Generate Summary Provide a summary of each player s ice session movements and evaluator scores. 9. Email All Players Use this tool to communicate with all families within a division. Generate Emails Following is an example session email that will be generated through the program. An email needs to be sent to players as soon as the data has been finalized so that families have enough notice for their next ice session. Items to Note: At the top of the emails for each session, the program will indicate if there are any players that did not provide an email address; therefore you will have to contact them by phone to advise them of their next ice session. Please ensure that you update the email data prior to the next generated email. Please also note that each will always indicate the next session in the subject line of the email. Generate Check- in List Division Evaluation Coordinators will need to print off check- in lists for each session to ensure attendance. Please note that if you wish to print shaded areas, your printer settings for background must be set to black. McKnight Hockey Association Page 7

Generate Phone List Use this tool to print off a phone list for all players. This list will also highlight any players that do not have an email address in the system. This list will print in landscape format. Atom A Conditioning 1-08 Sep 2012-4:00PM/5:15PM (ACA) Note: There are 3 player(s) that did not provide any email addresses. They are highlighted. Name Helmet Home Phone Cell Phone Guardian 1 Guardian 2 Work Phone 1 Work Phone 2 Notes Player A 21 999-9999 888-8888 Parent 1 Parent 2 777-7777 666-6666 Alergic to Nuts Player B 24 999-9999 888-8888 Parent 1 Parent 2 777-7777 666-6666 Alergic to Nuts Player C 25 999-9999 888-8888 Parent 1 Parent 2 777-7777 666-6666 Alergic to Nuts Generate Website List Use this tool to provide session details to be posted to the McKnight Division website home page. Only the session information along with helmet numbers and jersey colours will be generated. Highlight and copy this information into an Excel document. Save it, and forward this file to the Division Coordinator for posting. If the Division Coordinator is unavailable, please forward the file to the Communications Director to post. This prints landscape and each session will print on a separate page. It also indicates which players did not provide email addresses. McKnight Hockey Association Page 8

Generate Evaluators Grid Print Individual Evaluator Session Score Sheets using this tool. Please ensure that your printer settings for background is turned on to black, this will allow for those wearing black jerseys to show up shaded on the sheet. You may choose to print off evaluator score sheets for all players or bubble players only. Player positions are indicated on the score sheet as type P = Player, D = Defense, F = Forward, G = Goalie. Generate Data Entry File This is the template created to assist in data entry from the evaluator score sheets. Choose open into a csv file, this will open into the Excel program. Scores and notes can then be added to the file and saved again as a csv file using Excel. Please note: Because this is a csv file (comma delimited file), NO commas can be used in this document as it will not import properly. When the data entry volunteer has entered in all of the scores from the evaluator score sheets, it must be saved to a flash drive and forwarded to the Division Evaluation Coordinator to import into the OneClickIce Evaluation Tool Program. Evaluator: XXX XXX Atom A Evaluation 2 11- Sep- 12 18:00/19:00 (ACA) Helmet Number Skating F/B/Stop Agility (Pivots / Edges) Puck Handling Passing Notes 3 8 Evaluator: YYY YYY Atom A Evaluation 2 11- Sep- 12 18:00/19:00 (ACA) Helmet Number Skating F/B/Stop Agility (Pivots / Edges) Puck Handling Passing Notes 3 8 McKnight Hockey Association Page 9

Generate Team List Produce final team lists for the division once evaluations are completed. This list will be used for discussions with the board, during board approval of teams; and subsequently be forwarded to the Coach Selection committee and the Head Coach chosen for the team. Name Helmet # Position DOB Player 1 13 P 19/02/2004 Player 2 36 P 16/03/2005 Player 3 67 P 14/05/1999 Last Team Home Phone 999-9999 999-9999 999-9999 Cell Guardian Guardian Phone 1 2 Email(s) 888-8888 Parent 1 Parent 2 aaa@bbb.ca 888-8888 Parent 1 Parent 2 aaa@bbb.ca 888-8888 Parent 1 Parent 2 aaa@bbb.ca Generate Summary When evaluations have concluded this generates a list of the movement and marks for each player. Email All Players Use this tool to communicate with all families within a division. This tool functions the same as the generate emails feature. EVALUATION GRID This tool will be utilized to review all of the player evaluation data provided for by the evaluators. Choose a session to review. Click Submit. At the top of the screen you will see the evaluation session chosen (example: Atom Evaluation 1); as well as the date and arena information. Players will be grouped by ice slot (a, b, c, or d), listed by player name, helmet number and jersey colour. McKnight Hockey Association Page 10

Once scores are imported, click on the Save Ignore/Notes - > Recalculate button. This will move the players into the correct order from lowest scores (top of the pack) to highest scores (bottom of the pack). NOTE: For Evaluation sessions 2 through 5 this button will only recalculate each session separately; session 1 will calculate all players from top to bottom. Evaluators scores are colour- coded based on their scores in comparison with the rest of the evaluators. On the main screen the average (A) and total represent the overall average and total (less any ignored scores.) When you click on an evaluator s score, the screen will open and show the individual scores for each evaluator. Here there will be another average (B) showing the average based on the individual scores only. Average (A) is the average per evaluator and Average (B) is an average per score given. Averages Green = +/- 10 % Yellow = +/- 17% Red = Over 17% Reviewing the Data Each red square must be reviewed. Click on the red square and review the individual scores from that evaluator. A decision must be made to leave or remove this score from this player s overall scores. If you choose to remove the individual evaluator scores for one player the evaluator box will now turn grey. This may have a domino affect that may then change other red or yellow scores to green. If you notice that a particular evaluator has many red squares then a decision must be made to remove that evaluator scores from all players. If you choose to remove an evaluator completely then further training will likely be required for that evaluator. To remove an evaluator from all scores, check the box under the evaluators name, and all scores will turn grey and be removed from all averages. McKnight Hockey Association Page 11

Moving Players Sometimes you may be required to move players between session groups. You may need to swap two tied players to see how each of them score against a different group. To do this, check off the player s box in the column that has the up and down arrows, then scroll to the bottom of the page and click on move up or move down button. If you choose to swap two players, check them both off and click on the swap button. When you have finished review the data, removing red squares, and moving or swapping players, scroll down to the bottom of the page and click on the finalize button. This will create the new list for the next session. Evaluators Graph McKnight evaluation procedures state that in each session players should be sorted into thirds for each session. For example, if there are 21 players on the ice in a session, then 7 of them should be ranked at the top of the group, 7 should be ranked at the middle of the group, and 7 should be ranked at the bottom of the group. This is something that must be communicated with all evaluators when scoring players. This graph allows the Division Evaluation Coordinator to verify if the evaluators are grouping them in thirds accordingly. The link to this graph can be found at the bottom of the page of the Evaluation Grid. McKnight Hockey Association Page 12

Next steps Generate emails to be sent to players to indicate their upcoming ice slot. The website file must be generated and forwarded to the Division Coordinator to post on the website as a back up to all issued emails. Please be sure to phone any players that do not have an email in the system. Troubleshooting Player shows up for wrong session: Enter the marks for that player on the session they attend, make a note missed session under NOTES The system will make the adjustments and enter the marks properly. As the Division Evaluation Coordinator you will have to make the decision where to move the player accordingly based on the group the player attended. Once the marks are imported the ranking will indicate that player did not attend the assigned session. McKnight Hockey Association Page 13

Click on the Save Ignore/Notes - > Recalculate button and the player will be reassigned a new rank. Players email address is missing: The Division Evaluation Coordinator will need to contact the player family to acquire an email address. Simply enter the new information by clicking on Update Update Player Email, listed under the OTHER tab. New Player The Division Evaluation Coordinator will need to add the player information manually by clicking on the Update Player Info, listed under the OTHER tab. Player attached to the wrong division The Division Evaluation Coordinator will need to edit the player division by clicking on the Update Player Info, listed under the OTHER tab. Double click on the division and choose the correct division in the drop down menu. McKnight Hockey Association Page 14

IMPORT MARKS Once the marks are entered and saved to the flash drive by the Data Entry Volunteers, the Division Evaluation Coordinator will then import the marks into the OneClickIce Evaluation Tool program. To do this, insert the USB stick into your computer, open the OneClickIce program and click on Import Marks. Click on the browse button to locate the file for import. Ensure that the file was saved as a csv file and not an Excel document. CLEAR MARKS If a mistake is made during the review process, the Division Evaluation Coordinator has an opportunity to clear the scores and re- import them. Other Here is where all of the player information will be stored. This information is imported from information provided for by each family at time of registration, and will be populated from an imported csv file provided by the McKnight Registrar to the McKnight Ice Schedulers. These tables allow the Division Evaluation Coordinator the flexibility to add or modify what has already been imported during the evaluation process. Update Player Info Here you can review the current data in the system, and update it as needed. As well, you will be able to add players that have registered late. McKnight Hockey Association Page 15

Update Player Email Updates player emails as required. The + icon will add a new email. To edit an email, either double- click on an email or click on a player and then click on the pencil icon. To delete a player email click on the trash can icon. The circle of arrows icon will reload the grid. Assign Helmet Numbers Helmet numbers can be assigned alphabetically or randomly. McKnight s current practice is alphabetically. Please confirm with the Head Evaluation Coordinator before assigning helmet numbers. To assign numbers, choose your division and click on the Generate Numbers button and the helmet number will be attached each player profile. McKnight Hockey Association Page 16

Assign Players to Sessions It is recommended that all players attend the sessions that they are assigned. From time to time, a player shows up to the incorrect session. This feature allows the Division Evaluation Coordinator to assign individual players to a specific session. Remove Players from Sessions It is recommended that all players attend the sessions that they are assigned. From time to time, a player shows up to the incorrect session. This feature allows the Division Evaluation Coordinator to remove an individual player from a specific session. Tables McKnight Hockey Association Page 17

Using Tables All tables in OneClickIce are set up the same way for easy use. Please familiarize yourself with each of the icons: Add a table value Edit the line of the table value (or double click the table value) Delete the line of the table value When using the edit tool, you will see a check mark and arrow The check mark is to save the changes and the arrow is to cancel the changes. Evaluators Use this feature to update your evaluator list. Score Sheet Use this feature to update your Evaluation Score Sheets: update the label for a score sheet, update the score range to be used by evaluators, as well as update the notes that will print out on each evaluation score sheet for evaluators to read. Additional score sheets may also be added. McKnight Hockey Association Page 18

Score Sheet Item Score sheet items are the criteria that the evaluators will be using for each player per session. Sessions Sessions are the ice slots booked for the entire evaluation process. Here the sessions will be listed from the first Conditioning skate to the final Evaluation skate. This information will be cross- referenced with the date, times and arenas for each session. If an imported session needs to be updated this is where you would edit it. Note that sessions can be sorted by any column. McKnight Hockey Association Page 19