RSK Chesterfield Team Manager Training General Overview

RSK Chesterfield Team Manager Training General Overview

Team Manager Contacts Contacts 1) Office Manager All Managerial Duties - 804-271-2714 2) Roberta O Brien VYSA Rosters - registrar@chesterfieldunited.com - 804-363-4120 3) Hillary Salzstein-Hillary@chesterfieldunited.com 4) Your team Coach

Contact Roles Clarified Office Manager-Hillary Contact for all Travel and Team related items that do not have to do with VYSA Rosters Review of VYSA team rosters once submitted by team manager Roberta O Brien Contact for all roster requests/questions Initial Set Up of Team in VYSA and approval of all rosters Submit teams and disseminate info for State Cup No office hours, communicate via email, cell if needed

Team Manager Role The key role of the team manager is to serve as a liaison between the coach/club and the team Team manager s need to be team/club advocates ** You DO NOT have to do everything alone!!

Initial Requirements Complete the VYSA Risk Management Application https://www.youthleaguesusa.com/vysa/2015/riskmanage ment.html County Background Check also to be completed if not current or never done County Police Facility in Chesterfield http://www.chesterfield.gov/coaches/

Databases You Will Encounter RSK Chesterfield Database Blue Sombrero VYSA Database you will get password Risk Assessment Team Registration for League Various Tournament Databases Got Soccer you will get password Blue Sombrero US Club Some tournaments will register using other systems and some register on paper

Team Manager Functions Assist Club during registration night to register your assigned team Plan a team meeting in conjunction with your team s coach as soon as possible following registration night Collect required missing documentation from players Attend Team Meeting hosted by club Set up team in VYSA to prepare Team Rosters for approval by Assigned Club Registrar - This includes all teams except U9 All Paper Process U9 teams will prepare Rec rosters and Passes Ewing Sports takes care of your uniforms

Team Manager Roles (Continued) Continue to collect documents until team documents are complete Pick-up rosters and passes from Club Office upon notification of approval - Roster approval will be prioritized by timing of 1 st tournament and first league game - We are aware of timelines and will get them approved in time for our first event. Drop off the following to the club office when you pick up your approved roster and passes - Completed Code of Conduct - Completed Photo Release Forms - Any Proof of Births you collected Ensure your team binder is in order it must be present with you at all league and tournament games

Team Manager Roles (Continued) Discuss with your coach how he/she would like information disseminated throughout the season Distribute league schedule to team and send weekly notifications to remind them of jersey colors, game time, time of arrival, and field address - at times this is determined for you Various leagues will be covered on upcoming slides

Team Manager Roles (Continued) Complete Online Registration by deadline for tournaments identified by technical staff Tournament list is on CD in binder and posted If tournament is out of town, arrange for hotel accommodations for your team Register team for tournament either online/in person before the event per tournament requirements Facilitate the organization of Team Socials at the discretion of the coach/team

Required Items for Registration VSLI Medical Release Form Please ensure all fields are completed upon receiving your packet These do not need to be notarized but we are requesting them to do so in the event a tournament is selected that requires it RSK Chesterfield Code of Conduct Please reinforce adherence to this with your team RSK Chesterfield Photo Release Form Photo To be taken by RSK Chesterfield Staff at registration - Those who did not attend must email a photo on a plain light background - Must ultimately be a 120 x 120 pixel HEAD SHOT ONLY Proof Of Birth (more detail on next slide) All new players and at times players moving from Premier to NPL or Academy teams

Proof of Birth Clarification Valid Forms of POB (only originals): Birth Certificate Passport Walker ID DMV Driver s License/Permit Military ID Need copy of both sides DOB is on back VYSA Card from prior season for players coming from another club can be used for VYSA rosters but if on NPL an NPL team we also need another form of ID ** Club will start retaining POB for 3 years to avoid need to bring in POB each year

Required Items for Registration International Clearance All born outside the U.S. even if U.S. Citizen forms vary depending on year of entry into the U.S. Must submit international form per chart and all supporting documents required. Various forms on next slide

International Clearance Forms Copy of Documents will be in manger packet There will be a chart with guidance on which form to Complete P10 proof of entry prior to age 10 FR11 First Registration form ITC International Clearance

Team Names All team names will have RSK Chesterfield along with year of play/gender (example: 99B RSK Chesterfield) followed by one of the following: Elite Blue and Elite White U10-18 (ex. U10 = 07B Elite Blue) Premier Teams U10-U18 (ex. U10 = 07B Premier) ADP Teams U9 (08B and 08G) - For the purposes of tournaments teams will be divided in groups

Jersey Numbers Jersey numbers will be given out via Ewing Sports. Elite teams will have a certain set of numbers and Premier teams another set of numbers.

Uniform Ordering and Distribution All new players will go to SoccerPost or the office to try on uniforms for sizing only All team uniform roster templates will be set-up by Hillary (already done) Each family will order and pay for their own child s uniform on line instructions will be provided and an email will be sent to your email that is on file. Hillary will send out an email as to when they should expect the link to be sent The uniforms will then be shipped directly to each family remind them once they order they are customized they are theirs so encourage them to try them on if they did not do so. When the order arrives please instruct them to verify the contents and ensure the order is correct Verify correct sizes, numbers and items present Verify logos and numbers properly placed If incorrect, please work with Soccer.com to rectify the situation directly Notify the office immediately of any major issues with vendor

Game Schedules and Practices League Game Schedules ADSL and VSLI schedules come out about two weeks prior to the season starting ADSL games are all local games VSLI games do require travel Schedules do change so please check each week for possible changes Practice schedules will be disseminated by the Technical Staff when available

Links For Various Leagues VSLI www.vasoccerleague.com/ ADSL www.adslsoccer.com/

VSLI Home Game Requirements You will receive a VSLI Packet Delivered to office ~ 1 week prior to season start You will be notified upon arrival This packet contains: Instruction Sheets Stamped Game Cards for you to complete home game information Role: Home team completes these cards during the game Have all the referees sign the card Mail the Card to the VSLI office Call in the score of the game Fines apply if not done in a timely manner if both not done so please do not forget

Weekly Game Day Preparations Review Game Schedule each week for changes. They are not always announced. Correspond with the opposing team to clarify jerseys to be worn Home team usually called by Wednesday before game some leagues determine uniforms to be worn Disseminate weekly reminders regarding time of game, location, jerseys and time to arrive on field per coaches instructions Game Day Rosters Print Game Day Roster for Referees from VYSA Database Have copies of the original roster on hand some refs want these still Ensure team has a first aid kit and ice for injuries coach should have this but please verify

Tournaments All Elite teams are allotted 4 tournaments / Premier 3 Rainouts The club will make every effort to find a replacement A rainout does not guarantee the refunding of funds The refund policy per tournament varies Once refund is decided the team can make-up a tournament will be determined. The team will be responsible for the difference not refunded Complete team application for tournament by the required deadline and retain a copy of your confirmation send copy to Hillary (Office Manager) Club will dispense one check for all teams going to the event You may get notices of lack of payment prior to deadline you can forward to office as a reminder but one check sent once all teams register

Tournaments Continued Teams traveling outside of Region 1 locations need to check if permission to travel is needed North Carolina Tournaments definitely require permission to travel - obtained on VYSA Site http://www.vysa.com/registration/forms/85539.html Ensure it states for the 2016-2017 seasonal year If the tournament is out of town, arrange for lodging for the team All tournaments mandate use of the tournament housing Lack of adherence to this could result in disqualification of the team Coordinate jerseys with opposing teams Forward tournament schedule, and usual game reminders to the team Facilitate travel arrangement issues for players whenever possible

Carding/Rosters U9 Teams will be carded via Rec Roster and Passes All teams are carded/rostered via VYSA only

VYSA Guest Player Requests 48 Hours Notice Needed Please get requests in by Wednesday Team needing a player will notify the other team manager of the need to barrow a player The team manager loaning a player will email the team needing a player the following A Copy of the player MR Form A Guest Pass Obtained from VYSA Site as PDF file The team manager receiving the player will print these documents and place in their binder blank pass pages are in binder The Guest Players will be written on a COPY of the roster and game day roster DO NOT WRITE ON ORIGINAL DO NOT EXCHANGE ORIGINAL PASSES

Roster Changes VYSA 48 hour notice preferred Team manager will: collect information from new player enter player in VYSA and submit team for approval Registrar will notify Team Manager when it is ready to be picked up - Registrar will notify team manager when ready

Optional Tournaments/Events There are many optional tournaments and events that occur outside of the club throughout the year: Sand Soccer Winter/Summer Indoor leagues 3v3 tournaments Futsal ** These are at the discretion of and funded by the players involved. These are not apart of the club fees. Always check with your coach.

Communication Tips Distribute Team Contact Information to all team members and encourage a copy be retained in their vehicles Set up distribution lists or use BCC to send emails Attempt to organize carpools at team meeting if desired The club may on occasion contact you to relay messages to certain parents they are having difficulty reaching Team Stuff App used by many teams to organize teams Google Docs option to exchange info/docs

Prepare Team Volunteer Base You do not need to do everything on your own! Start early to recruit volunteers for your team to assist you, for example: Identify someone to arrange for hotels and compile credit card information to submit to hotels Identify someone to take team photos if you team would like to do this Identify one or two people who can serve as a backup if you need assistance at a game or tournament that you can not attend Assign someone to tend to first aid kit and bring ice

Office Hours Tuesday Fri from 12nn 5pm You will be notified when your materials are ready. Please do not just come expecting to pick things up. Wait to be notified. If you can not get to the office during the office hours provided See if someone on the team can collect for you Office can arrange to leave documents for you

Questions