AYSO Region 143 Team Manager Handbook Thank you for volunteering to be a team manager for your child’s team. You are an important part of your child’s soccer experience and will provide invaluable assistance to your team’s coaches. WHAT IS MY ROLE AS A TEAM MANAGER? As the team manager, you help the coach and the team by facilitating, communicating and delegating. You are there to coordinate the things that need to be done. This frees up the coaches to do what they are there to do – coach the kids! First take care of the requirements to be a Team Manager: ● Apply as a new volunteer or a returning volunteer and take the AYSO Safe Haven course if you have not already done so in a prior season. 1. Complete your volunteer form online at www.ayso143.org by logging in choosing Team Manager as your volunteer role under your child’s registration Click for Instructions 2. After you register, click on AYSOU on the website to complete Safe Haven & Concussion Training PRIMARY TASKS ● Prepare a phone/e-mail roster and distribute to the team ● Create a snack schedule ● Pick-up and distribute uniforms to players ● Recruit your team volunteers and submit volunteer roster ● Communicate information from the region and coaches to players and parents (schedules, changes, game information, etc.) ● Coordinate ordering or making of team banner ● Arrange team parties – discuss how many, where, etc with coaches ● Manage team website (calendar of practices and games, uploading pictures, snack schedules, and communicating with parents) ● Track expenses and collect funds for banners, hair ties, parties, coach gifts, etc. ● Submit the online trophy form (for 8U and below) ● Help with game line-up cards ● Help coach and team comply with AYSO safety rules and requirements ● Promote positive sideline behavior at games and practices IMPORTANT DATES **Uniform pickup date/time/location will be e-mailed – Team must be cleared to pick up uniforms** 8/26 Scrimmage Day (9U-12U and EXTRA) 9/4 Game schedules out sometime during this week 9/7 Annual Referee Meeting (All referees should attend!) 9/9 First game 9/24 Region 143 SoccerFest 9/25 Trophy names due for 8U and below (online) 9/30 Silent Saturday – see website for details 10/14 Ratings Due TBD End of October - Pick up trophies, photos and Region 143 pins 11/5 Final weekend of regular games 11/12 Weekend - Region 143 playoff games 12/3-4 Area K Playoffs PLEASE REMEMBER: You do not need to personally handle everything. Delegating and encouraging other parents on the team to help with individual tasks is part of managing the team! QUESTIONS? PLEASE CONTACT:
[email protected]
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AYSO Region 143 Team Manager Handbook PRACTICES Practices can begin no earlier than August 1st. Be sure to communicate practice information and changes to all parents (calendar on website with e-mails or send e-mails). Coaches should have already submitted their requests for practice locations, dates and times at www.ayso143.org on the link provided. Teams will be assigned a space. If the team wants to move days, times or fields, a new request should be submitted. If the coach and assistant coach are both the opposite gender of the players, a female for girls teams and a male for boys teams must stay at every practice (can be any parent). Adults, including registered volunteers, are NEVER allowed to play soccer with the players on the field at any time. Adults are not covered to play by the AYSO insurance. TEAM WEBSITE Your team site will be directly linked to the region website and can be accessed under Team Central on the Parents tab. Click here for information on managing your team site. Please note, you are not permitted to utilize any other outside management system for your team (e.g. Shutterfly) REQUIRED TEAM VOLUNTEERS Teams must have a completed volunteer roster with the minimum required volunteers who have completed the requirements for their positions in order to receive their uniforms and play games. Coaches or referees who need certification can look up local courses by clicking on the AYSOU link on the region website. Coach – Current volunteer form, coach certification for level coaching, Safe Haven, CDC Concussion Assistant Coach – Same requirements as coach Team Manager – Current volunteer form, Safe Haven and CDC Concussion Referees Current volunteer form, referee training, Safe Haven and CDC Concussion 1. 6U-8U need at least 1 referee 2. 9U and up need 2 referees (neither can be the team coach or assistant coach), but 3 is highly recommended (team coach cannot be the third referee) SoccerFest – 1 volunteers each work 2 hour shift at SoccerFest (no requirements) Field maintenance – at least one to set up/tear down field each week (no requirements) UNIFORMS Uniform pick up will be scheduled at the end of August before the first game. In order for a team to pick up its uniforms, the team needs to be cleared by doing the following: 1. Submitting the team’s Volunteer Roster electronically at the link on the Volunteer page of the website. 2. All of the volunteers must have completed each of the requirements for their volunteer position. (See Required Team Volunteers section. 3. Coach Agreements, Parent Agreements and Player Agreements are required to be signed by each coach, parent or player. These MUST be turned in at uniform pickup. As the team manager, you need to be checking with the volunteers to ensure they have the proper training and have completed their current season volunteer form online. Assist with the presentation and collection of the signed Parent Agreement (see Kids Zone below). Uniform colors are chosen first-come, first-served to those teams whose volunteers have all been cleared. Your coach will receive an email indicating the due date for volunteer rosters and when they can pick up uniforms.
QUESTIONS? PLEASE CONTACT:
[email protected]
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AYSO Region 143 Team Manager Handbook When uniforms are handed out at practice, it helps to line up the players in order of height and hand them out in size order. The smaller sizes have the smaller numbers and as the numbers increase so does the size. As they receive their uniforms, make a list of the players and their jersey numbers. PARTIES Each coach along with their team will determine if and how many team parties to have over the season. Some teams like having one at the beginning so the players and parents can get to know one another. Some places offer discounts or free pizza (see flyers in packet). You can also have an end of the season party or mid-season party – it is up to you and team to decide. Please confirm your plans with the coach prior to booking the party. You can use collected funds from parents to fund the parties or some of the younger teams use a decorated goal can to collect money during the games for each goal scored and use those funds for a party. See Expenses below. EXPENSES Extra expenses are shared equally by the team families. Create a simple budget listing all of the team expenses (banner, hair ties, coach gifts, parties, etc) and the cost of each. Then divide the total amount by the number of players on the team. Ask parents to pay dues at the beginning of the season so hopefully you will not have to cover the expenses and get repaid at the end. Try to keep the amount of dues as low as possible. SPONSORS Sponsorship guidelines by division are located at ayso143.org/sponsors. ● Every team 9U & older is required to find a Bronze level sponsor ● Each team who brings a Bronze level sponsor will receive a team banner (max $60 value) ● Each team who brings a Silver level sponsor will receive a free team party (max $75 value) and team banner ● Each team who brings a Gold level sponsor will receive a team bench, a free team party and team banner ● All funds received from sponsorship will go directly to support the program unless designated by the sponsor for a particular program Please fill out the sponsorship form located on our website (www.ayso143.org) and have the check payable to Region 143. If you have questions about sponsors, please contact
[email protected] BANNERS Although this is optional, most teams choose to purchase or make a banner. It is suggested to order or make your banner in time for the first game on Saturday, September 9th. If you choose to have a banner, divide the cost equally among the team players. A standard banner is 3' x 5'. You can also enter your banner in the Best Banner Contest at SoccerFest. Suggestions for what to put on banner: ● Team Name ● Coach and Assistant Coach name (Team Manager Name) ● Players’ first name only or players’ numbers (not both) ● Graphics and colors representing your team (must be family-friendly) Banner can be handmade or you can purchase a banner from any source you choose. You will receive some flyers for the most popular local banner companies at the meeting. If your team does not already have the poles for the banner, you should purchase them and include it in the cost.
QUESTIONS? PLEASE CONTACT:
[email protected]
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AYSO Region 143 Team Manager Handbook GAME SCHEDULES Game schedules will available on your team site sometime during the week before the first game. An email will be sent once it is available. 6U through 12U divisions usually play in Region against other Region 143 teams. Teams 14U and above play in Area K against other regions. KIDS ZONE/SPORTSMANSHIP As a Team Manager, you are one of our Region’s Kids Zone representatives at every game. Kids Zone is one of the ways AYSO makes sure all its players and volunteers are having fun. The program encourages spectators to use good language, show good sportsmanship in attitude and behavior, and create an enjoyable day for every player. We require every parent on the team to sign a Parent Agreement agreeing to comply with the high standards we expect from each of our AYSO parents. Please try to have a short meeting and go over the Parent Agreement (print one for each player) and have the parents and players sign. Signed Coach, Parent and Player Agreements must be turned in at uniform pickup. Also, Silent Saturday is September 30th see website for details! GAME DAY ETIQUETTE ● ● ● ● ● ● ● ● ● ● ● ●
Jerseys should be tucked in. Players must be in their uniform to play Shin guards must be worn under long socks Soccer cleats or athletic shoes (no metal baseball cleats allowed) No jewelry is allowed (including earrings) Players cannot play with casts or hard arm or leg braces No hard plastic, metal or other hard adornments on hair ties or bows No jackets allowed on the field however a long sleeve shirt can be worn under jersey Make sure parents pick up their trash and belongings when they leave Help your coach by encouraging parents to be positive role models and not tolerating bad behavior Coaches coach, parents positively encourage and referees control the game Any coach or parent exhibiting rude or unsportsmanlike behavior towards a referee (especially a youth referee), a player, a parent or spectator, etc. is subject to ejection from the game
PLAYER SAFETY In your role as Team Manager you should work with the coaches and referees to help ensure player safety. Making sure a player is safe to play is always more important than a soccer game. For any injury that requires a player to be taken out of practice or game, you need to fill out an Incident Report. For any head injury, the player needs to be removed and cannot return to play in that game or any soccer activity until a doctor has cleared them of a concussion and signed our Return to Play form. PLAYER FORMS/GAME CARDS All coaches are required to have a copy of each player’s application form (white forms) with them at every practice and game. It is recommended that the Assistant Coach also keep copies in case the coach is not available at a game or practice. In addition, each team must provide a game card at each game to give to the referees at each game. The line-up cards were provided to the coaches in their packets. All players must be listed on each card even if the player is not at the game. They should be listed in jersey order with full names.
QUESTIONS? PLEASE CONTACT:
[email protected]
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AYSO Region 143 Team Manager Handbook ID BADGES The region will be providing photo ID badges to all coaches and assistant coaches which must be worn to every practice and game. For teams playing in Area (EXTRA teams and divisions 14U and above), the players will also be provided the required photo ID cards which must be available at every game. We will be scheduling times for your team to take photos and get their printed ID badges. FIELD MAINTENANCE If you are the first game on the field, field maintenance includes: ● Setting up the goals ● Putting out the corner flags ● Putting out and lining trash cans ● Painting the field The other team should do the same for the other side. Most teams just work together to get it all set up. Coaches should not be setting up the field. They should be warming up and talking to the team prior to game time. If you are the last game on the field, field maintenance includes: ● Take down and properly store/lock up the goals ● Remove trash bag and take the trash home with you All trash bags must go home with someone. We are not allowed to use the dumpsters. ● Store trash cans in bin ● Pull and store the corner flags in the bin. SNACK SCHEDULE As soon as you have your game schedule you can enter it on your bluesombrero website (or create your own schedule) and either use the website (snacks tab) or create your own Snack Schedule. You can assign each player's family a game to bring the half time and end of game snack. Snacks should be healthy. It is a good idea to have the snack parents bring extra water for players who forget and for referees as well as ice in case of injuries. TROPHIES AND MEDALS All players on teams in divisions 8U and below will receive a trophy. There will be a Trophy Order link on the website on the Team Manager tab where the trophy information should be input. First, collect the team information on the form in the folder and then submit through the link on the Team Manager page on the website by September 25, 2017. Teams in 9U–14U will receive medals if they finish in the top two spots in their division during the regular season. Teams in 9U–14U that place 1st or 2nd will receive medals in our Region playoffs. COACH GIFTS Many teams like to thank their coaches by giving them a small gift at the end of the season. You can discuss with the parents to see what kind of gift the team would like to give. Budget this expense in the beginning as part of the team dues. You may also want to do a little something in appreciation of your referees. Suggested limit for coach gift donations is $10 per family.
QUESTIONS? PLEASE CONTACT:
[email protected]
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AYSO Region 143 Team Manager Handbook
SOCCERFEST Date: Sunday, September 24, 2017 Location: Robinwood (Grace Lutheran School) Time: 10am to 3pm *Parking can be a challenge, so please plan to arrive at least 30 minutes early. PLEASE be courteous to the residents/neighbors. Please do not park illegally (block driveways, backing in to spots, fire hydrants, etc), or you may be ticketed/towed at YOUR OWN RISK and EXPENSE. PLEASE DRIVE SLOW... and CAUTIOUSLY. Watch for children. Be careful when backing up. Picture Time: Each team will be scheduled throughout the day so all teams get their individual and team photos taken. A schedule will be provided when picture packets are handed out. Players should arrive 30 minutes prior to picture time dressed in their uniform. They should also bring their completed picture packet (even if no additional pictures are ordered). Teams should also bring their team banner for pictures and for banner contest which runs throughout the day.
Each Player will receive the following picture package (or similar one) included with registration: (2) 3"x5" Individual Photo (4) Wallets (1) 8"x10" Digital Memory Mate with Team Photo and Player Photo (1) Photo Button Picture Packet envelopes will available on our website for printing and available at SoccerFest. EVERY player needs to fill out the form, even if they are NOT ordering extra items. If nothing is selected on the form, the player will receive the above picture package only. Additional items ordered must be accompanied by payment to photo provider. SoccerFest Volunteers Each team is responsible for providing one volunteer to work at a specified time for 2 hours. We try to have each team’s volunteer time either right before or right after their team picture time. Volunteer times will be e-mailed and posted on our website. TOURNAMENTS There are tournaments hosted by local regions or by Areas that are open to AYSO teams (usually 10U and above) that teams can choose to participate in. There are additional costs associated with these tournaments. Details of local tournaments can be found on our website (www.ayso143.org). NOTES:
QUESTIONS? PLEASE CONTACT:
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