ALABAMA SOCCER ASSOCIATION TEAM MANAGER HANDBOOK
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ALABAMA SOCCER ASSOCIATION TEAM MANAGER HANDBOOK
TEAM MANAGER HANDBOOK
TABLE OF CONTENTS
I. Becoming a Team Manager 2
II. Structure of Clubs 3-4
III. Tryouts 5-7
IV. Official Rosters 8-9
V. ASA State League:
Scheduling, Referee Fees, Field Commitment Form, etc… 10-12
VI. Game Day Roster, Player Passes, Score Reporting 13-18
VII. State Cup & Medical Releases 19-20
VIII. Organizing Paperwork, Uniforms, Getting Help 21
IX. Tournaments 22-23
X. Region 3 Travel Instructions 24
XI. Coach/Manager Travel Roster 25-28
XII. Guest Playing 29
XIII. Interstate Permission 30-31
XIV. Player Insurance Claim 32
XV. General Information 33
XVI. ASA Policies 34-35
XVII. Final Thoughts and ASA Contact Information 36
www.alsoccer.org
1
TEAM MANAGERS HANDBOOK
You now have a child playing soccer and just when you thought the only thing to do would be for you to
get your player to and from games and practices, the coach asks you to be the team parent/manager.
Your first question was probably, “What does a manager do?” and the club or coach made it sound easy
and not at all time consuming. Then you take a look at the job and are now feeling very overwhelmed.
There is no need to be overwhelmed. With a little organization and information the job can be fun and
rewarding. Remember the manager is a vital part of the team’s success. You will learn about soccer,
about people and you’ll help the players have the opportunity to get the most out of their soccer
experience.
The team parent/manager plays an important role in making sure the correct information is passed along
to the parents. Let’s face it, the coach may tell the child “it is your turn to bring snack at the next game”,
but the reality is the parent will find out on the way to the game when the child says, “oh yeah, I have
snack today.” Coaches need to be preparing practice drills and game lineup; they do not need to be
worrying if the players get a snack at the end of a game.
The team parent takes on this responsibility. It is important that the team parent communicate with the
coach to determine who takes care of what. Some coaches will prefer to call players with news or
changes and some coaches prefer the manager organize a phone tree or take on the responsibility of
calling parents. Whoever does the calling; it is very important that information be passed along in a
consistent and timely manner. In today’s tech world emails are a fast and effective form of getting
information to everyone at the same time. Coaches and the Team Parent should have a list of the
players, parents’ name, email addresses, home phone numbers and cell phone numbers. This list should
be at every game and practice just in case there is an emergency.
COMPETITIVE/SELECT TEAMS (DIVISION I & DIVISION II):
These teams are selected through a competitive tryout and typically travel significant distances for
tournaments and some competitions. Managing a select team will involve paperwork, travel arrangements
and forms. Most task and issues that are in the manual pertain to Managers of Competitive teams. Both
recreational and competitive programs will need some forms and information.
RECREATIONAL TEAMS (DIVISION III):
Most recreational teams do not have team managers; they have team parents (traditionally called “soccer
moms”). These team parents are the ones that organize the snack list and phone tree.
**Be sure to check the website frequently for possible rule changes and the
forms as they do change!
2
STRUCTURE OF SOCCER CLUBS
The structure of soccer clubs may vary from club to club. You should be aware of the structure as being
part of an ASA registered manager.
United States Soccer Federation
U.S.S.F.
US Youth Soccer
U.S.Y.S.
Alabama Soccer Association
A.S.A.
Leagues & Clubs
Located throughout Alabama
To locate a club in your area visit our website www.alsoccer.org and click the “Find A Club Near You” link
located at the top right of our page. If you need further assistance please call our office and we’ll be
happy to help you.
3
Each Club is organized and controlled by a board of directors. Some clubs have a Director of Coaching
(DOC) who is responsible for the Coaches. The coach is the central figure of the team in almost any
scenario. With younger teams, the coach is typically a volunteer parent of the team and his/her
experience may be anywhere from none to substantial. In some cases, teams are organized and then the
organizing club seeks a coach. In others, a coach organizes the team on behalf of the club. In all cases
teams belong to clubs and coaches follow the rules and policies of the clubs. At the select and comp
levels it is increasingly common for the coach to be a full-time or part-time soccer professional, not a
player’s parent, and to be paid a salary or stipend. The club is usually the hiring authority. On the best-run
teams, there is agreement over authority between the coach and the parents. Where there is either
disagreement or lack of understanding, the manager should take the lead on compromise and
communication. The manager works with the coach within the framework of the club’s rules and policies
to manage the team properly.
The manager’s most basic task is to make sure the required paperwork is in order so the team can take
the field.
In order for the team to participate in any ASA event or ASA program the club must be in good standing
with the State.
**Always check the Rules and Regulations to verify no changes have
occurred.
The Rules and Regulations can be found on the website at:
www.alsoccer.org.
4
TRYOUTS – DIVISION I AND DIVISION II
Depending on how your club is organized depends on how your tryouts run. In some clubs the manager
arranges the tryout fields/permits and makes sure the announcements are published. Each player who is
selected for a Division I team must sign an “ASA Division I Player Commitment Form”. Each player who
is selected for a Division II team must sign an “ASA Division II Player Commitment Form”. Please
familiarize yourself with these rules. SEE EXAMPLES pages 6 & 7
You need to make sure you understand the process and procedure within your own club.
Remember all tryouts for teams need to be open and advertised, 3:02:03 Tryouts for Division I and
Division II.
3:02:02 General Registration Requirements
Always check the Rules and Regulations to verify no changes have occurred.
The submittal of the signed ASA Division I or Division II Player and Parent Commitment Form binds the
player to that team for the seasonal year (August 1 – July 31) unless the player requests a transfer or is
released in accordance with their local associations and ASA’s Rules and Regulations.
Once the player signs this form, the team manager/club will submit all forms to the club registrar and
either the club or the manager will retain possession of these signed forms. This form can be
downloaded and printed from our website under www.alsoccer.org click on “Form” tab and then go to
“Club Registration”. Click whichever form applies to your team.
3:02:03 Tryouts for Division I and Division II
Always check the Rules and Regulations to verify no changes have occurred.
1. Tryouts for ASA affiliated member teams may be conducted anytime during the ASA designated
tryout period. Tryouts being conducted prior to the start of the tryout window are an illegal recruitment
violation for each team conducting an early tryout.
2. Players must complete an ASA Division I or Division II Player and Parent Commitment Form to
indicate their decision to play for a specific team.
3. The period of player commitment is defined as the time from the date the ASA Division I or Division II
Player and Parent Commitment Form is correctly executed up to the day prior to the start of the tryout
period for the next seasonal year.
4. Open recruitment can occur during the tryout period.
5. The ASA Division I or Division II Player and Parent Commitment Form cannot be executed prior to
the tryout period.
6. New team formations comprised of players not previously registered and rostered to another team
can occur at any time during the seasonal year.
7. Tryout Advertise: General tryout advertisement may occur beginning February 1st for the upcoming
tryout period. Tryout advertisement may contain:
a) Team and or Club Name, age group(s) and association affiliation;
b) Geographical area served;
c) Dates, times, and location;
d) Coach or contact person's name and phone numbers;
e) What to bring (i.e. water, ball, shin guards, etc.);
f) Club/Team fact sheet/information;
g) Coaches' resumes/bios;
8. Distribution of tryout advertisement:
a) Advertisement is defined as but not limited to, any notification of tryouts on television,
radio, and periodical, newspaper articles, notices posted in public places, flyers, mass
mailers, or circulars.
b) Flyer/mailers can be sent to individual players, but can only have a specific name on the
outside of the envelope. All information in the envelope must conform to the above rules,
Page 11 of 63 and may not be addressed to any specific player. Beyond the address
envelope, there may be no personalized information for the receiving player.
5
(Club Name)
PLAYER NAME: ________________________________________ AGE: ________________
TEAM NAME: _____________________________________BIRTHDAY: ________________
ALABAMA SOCCER ASSOCIATION
DIVISION I PLAYER AND PARENT COMMITMENT FORM
Congratulations on being selected to join the (__________________) for the
Seasonal Year!
Our coaches and Board of Directors hope that this will be an enjoyable year for you and your family.
As part of our registration process, we want to ensure that you are fully aware and understand the
commitments of playing on this team.
By initialing and signing below, you state that:
You understand that since this is a competitive environment, there is NO guarantee of minimum
playing time. You also understand and agree to abide by the rule that there is no guest playing
with out the express written approval of the Director of Coaching.
_____________ _____________
Players Initials Parents Initials
Your signature indicates you are agreeing to play on the above team the entire soccer year of
(Aug 1 – July 31). Should you wish to be released or to transfer to another club prior to the end of
the seasonal year, you will be required to send to the state office a Request to Transfer form
completely filled out along with any fees required to process the request. Before you start the
transfer process you should read and become familiar with the transfer rules in the ASA Rules and
Regulations www.alsoccer.org. All players/parents should make themselves aware of the
transfer rules and any deadlines/dates involved.
_____________ _____________
Players Initials Parents Initials
INSURANCE NOTICE: All injuries must be reported to ASA within 90 days of the date of the
injury.
_____________ _____________
Players Initials Parents Initials
You understand that ASA has its own Code of Ethics and Disciplinary rules. Refer to ASA rules at
www.alsoccer.org.
_____________ _____________
Players Initials Parents Initials
You have been advised about the required fees, and you agree to pay all fees associated with the
club and team, unless you are approved for a scholarship.
_____________ _____________
Players Initials Parents Initials
________________________ _____________________ ____________
PLAYER NAME (PRINT) PLAYER SIGNATURE Date
________________________ _____________________ ____________
PARENT NAME (PRINT) PARENT SIGNATURE Date
________________________ _____________________ ____________
(CLUB REPRESENTATIVE) (TEAM COACH) Date
6
(Club Name)
PLAYER NAME: ________________________________________ AGE: ________________
TEAM NAME: _____________________________________BIRTHDAY: ________________
ALABAMA SOCCER ASSOCIATION
DIVISION II PLAYER AND PARENT COMMITMENT FORM
Congratulations on being selected to join the (__________________) for the
Seasonal Year!
Our coaches and Board of Directors hope that this will be an enjoyable year for you and your family.
As part of our registration process, we want to ensure that you are fully aware and understand the
commitments of playing on this team.
By initialing and signing below, you state that:
You understand that since this is a competitive environment, there is NO guarantee of minimum
playing time. You also understand and agree to abide by the rule that there is no guest playing
with out the express written approval of the Director of Coaching.
_____________ _____________
Players Initials Parents Initials
Your signature indicates you are agreeing to play on the above team the entire soccer year of
(Aug 1 – July 31). Should you wish to be released or to transfer to another club prior to the end of
the seasonal year, you will be required to send to the state office a Request to Transfer form
completely filled out along with any fees required to process the request. Before you start the
transfer process you should read and become familiar with the transfer rules in the ASA Rules and
Regulations www.alsoccer.org. All players/parents should make themselves aware of the
transfer rules and any deadlines/dates involved.
_____________ _____________
Players Initials Parents Initials
INSURANCE NOTICE: All injuries must be reported to ASA within 90 days of the date of the
injury.
_____________ _____________
Players Initials Parents Initials
You understand that ASA has its own Code of Ethics and Disciplinary rules. Refer to ASA rules at
www.alsoccer.org.
_____________ _____________
Players Initials Parents Initials
You have been advised about the required fees, and you agree to pay all fees associated with the
club and team, unless you are approved for a scholarship.
_____________ _____________
Players Initials Parents Initials
________________________ _____________________ ____________
PLAYER NAME (PRINT) PLAYER SIGNATURE Date
________________________ _____________________ ____________
PARENT NAME (PRINT) PARENT SIGNATURE Date
________________________ _____________________ ____________
(CLUB REPRESENTATIVE) (TEAM COACH) Date
7
OFFICIAL ROSTER
After the tryouts, the coach/team manager will submit to the club registrar a list of all players who have
been selected to participate on your team along with a copy of their signed commitment form (or original
whichever is required by registrar). Each player will register with your club either through paper
registration or through online registration (whichever your club offers). The club registrar will create your
team roster from the registered players through the registration system connected with Alabama Soccer
registration system. The team manager will need to send the club Registrar a list of jersey numbers for
each player on the roster. ALL jersey numbers must be entered by your club registrar before the team
will be approved by ASA. This will ensure that once the original roster has been printed that all jersey
numbers will show up on the roster. Jersey numbers on the rosters are a MUST for all tournaments and
State Cup. When a player changes jersey numbers the club registrar must be notified so that she can
make the necessary changes on the official roster and issue a new copy for the manager. The manager
however can go in the system and change the jersey number on the Game Day Roster only so that it will
print for state league matches. Instructions are listed on our website for changing jersey numbers on
Game Day roster.
Every time a player leaves or is added to the team, the roster must go back to the club registrar to be
updated. A player cannot play in league play without being on the team roster (exception club pass
policy). All players must be listed on the roster in order to play in a tournament. The competitive roster (DI
or DII) goes hand-in-hand with the player pass. It contains essentially the same information for each
player as is on the player cards.
You will use your Official Roster for any tournament your team chooses to participate in. Make several
copies and NEVER give your original to anyone.
The club registrar will be responsible for insuring that the proof of age and legal name match the Birth
Certificate. The club registrar is also responsible for uploading each player’s birth certificate in the online
registration program for the state. For State Cup and all State Sanctioned Tournaments (that require
proof of age) the manager should still be able to provide proof of age should it be necessary.
8
9
Article VI. – State League Operation Rules (Division I and II) – Please review for
League Guidelines
STATE LEAGUE SCHEDULING
• State League Admin Fee will be $125 and $400 Bond.
• PREMIER LEAGUE TEAMS – Admin Fee is $75 and BOND is $200. See reduced referee fees
for Premier League Teams below.
Check website and/or calendar for league registration dates, play dates, etc.
Prior to the scheduling meeting, the manager and coach should go over their team dates of availability for
team matches. Once the team representative leaves the scheduling meeting their schedule is set. Any
changes after this will incur a $75.00 re-schedule fee.
AGE GROUP
AND PAID BY TEAMS TO ASA FOR REFEREES
DIVISION
Division I RIII Premier Teams Division II
U 17 - U19 $556 $278 $496
U15 - U16 $516 $258 $456
U13 - U14 $456 $228 $416
U10 - U12 $256
10FIELD COMMITMENT FORM
Each club must submit their Field Commitment Form for their teams to the state office
prior to the scheduling meeting in order for us to schedule matches. (Usually this is done
by the club registrar or field manager. Check with your club to make sure someone has
handled this for your club)
See Guidelines.
RESCHEDULING GAMES
Rescheduling a match procedure is where you will first notify ASA of the conflict and notification of a
reschedule to insure proper notification (ASA can deny a reschedule request if necessary). You will
contact your opponent and the two of you will decide on a date to replay your match which includes
deciding on the date, time and location of your match. You will need to secure the field with your club’s
field coordinator to make sure no one else books a game and the time you have selected. You will need
to complete the below form which is also found on our website at www.alsoccer.org click on the Admin
tab then select “Forms” and go to “Player/Team forms” download and print.
Reschedules cannot be for a date within the same week of the game that is being rescheduled. There is
a 10 day to 2 week notice required for all new reschedule dates.
See 3:06:03 Rules of Play in the Rules and Regulations
1112
GAME DAY ROSTER
You will provide a Game Day Roster to the referee along with your USYSA player passes for players on
the roster before each match. The referee will verify each player pass against the roster and player. NO
PASS, NO PLAY, NO EXCEPTIONS (and yes the referee will enforce). ALL PLAYERS AND THEIR
PASSES MUST BE FROM THE SAME CLUB. There are no Guest Players in State League play. Teams
may utilize the Club Pass System but all players must be from the same club. Refer to 3:02:13 CLUB
PASS SYSTEM of the ASA Rules and Regulations. The referee will return your passes to you. After the
match you will need to get all referees to complete/sign the game day roster by indicating the score and
any ejections or cautions they issued during the match. You will also need to get the visiting team
manager to sign off indicating the score is correct.
EACH TEAM will fax a copy of the completed Game Day Roster to ASA either
immediately after the match or the next business day to 205-991-3736, regardless if the
game is won or lost.
This is how AYSA manages the validity of the roster, player pass movement and red cards if any are
issued during the game. The manager is responsible for striking through any player on the game roster
that is sitting out for a Red Card and to make the Referee aware of this if credit for doing so is to be given.
An example of a completed Game Day Roster is provided.
HOW TO PRINT YOUR GAME DAY ROSTERS
• Log in to your team account
• Scroll down to Tournament “Schedules/Gaming Scoring”
• Click on Schedules/Game Scoring
• Once your team schedule appears scroll down to the date of the game and under the game
number on the left side will be a “Print Roster” button OR “Print Team Roster” button for that
game. Click and print.
• The print button will not appear for print until 4 days prior to the date of game.
o Example: Game on Friday – print button should appear on Tuesday
o Example: Game on Saturday – print button should appear on Wednesday
Your Game Day Roster is strictly used for AYSA State League matches. Provide a game day roster
(maximum number of players as defined in Article 3:03:05) for all state league games.
This roster is available for you to print 4 days prior to your game date. It has all the game day information
already printed. Provide a game day roster (maximum number of players as defined in Article 3:03:05) of
all scheduled matches.
SCORE REPORTING
Score reporting for State League matches is the responsibility of the HOME team.
Scores must be reported within 24 hours of the completion of each match. The score reporting procedure
can be found on pages 17-18 and is published on the AYSA website under State League.
Tournament Applications /Game Scoring
Team Tournament
ASA EAGLES 08 DI State League Edit Schedules/Game Scoring
0444-011B18-9958 Status: Final
Submitted on 6/25/2008
13DON’T FORGET!!!…FAX A COPY OF THIS REPORT TO 205/991-3736
14PLAYER PASSES/CARDS
For competitive/select teams, the player pass is the soccer equivalent of a driver’s license or passport.
The state association issues the Player Pass annually (August 1 - July31). The procedure is different from
club to club. The ASA State Office will have passes with the state logo and current year printed and will
send enough to the club registrar for the club to issue to every comp player and adult listed on the roster.
Alabama Soccer Association requires all comp teams (DI & DII) to use player passes for league play and
tournament play. Each club has a registrar that will be in charge of issuing the player passes. The
manager is responsible for checking the information on the cards and making sure all is correct.
Once cards are issued, the manager must keep them on hand for all games and competitions. In
accordance with Alabama Soccer Association Rule 3:02:02 (3) all competitive players must have a player
pass to play in league competitions and games. NO PASS NO PLAY NO EXCEPTIONS.
Once in a while a player may need to borrow his or her card from the manager to play elsewhere, such as
a guest player for another team OR club pass. The manager must make sure they get it back.
If a player changes teams during the seasonal year (August 1-July 31) paperwork must be completed to
accomplish the release and transfer to the new team. The old player pass must be sent into the AYSA
office along with the transfer paperwork. The new team will be responsible for issuing a new player pass
through their club registrar. If the player simply quits playing soccer, collect the player pass and destroy it.
• ALL CARDS MUST BE LAMINATED AND SEALED ON ALL SIDES
• HOLE IS PUNCHED IN LEFT HAND CORNER and ATTACHED ON RING ALPHABETICALLY
On front of card it must have correct information on the player or coach/admin and picture.
On back of card it must have the Alabama Soccer Association stamp along with current year of card.
Example: 2012/2013
.
15BELOW IS ONLY A SAMPLE
16SCORING GAMES INSTRUCTION
The following are the instructions for Scoring Games.
1) To report scores you must have a Team Manager or Head Coach or
Assistant Coach’s account on the Alabama State system.
a) To set up your account
i) Log in using your Team Manager or Head Coach’s Account established on the
Alabama system
ii) If you do not have an account please contact your League Registrar to set up
an account
iii) If you have problems please contact Lynn Bertovic via email at:
lynn@alsoccer.org
b) Entering Game Information
i) Go to http://al.affinitysoccer.com
ii) You can log in from this page by using the log-on fields on the left hand side
iii) In the Tournament Applications/Gaming Scoring area for the/your
respective team on the right hand side Click the Schedules/Game Scoring
link (see picture below)
iv) The schedule will appear for the respective Team
(1) Find the game to be scored
(2) Click on the box under the Score label for your team and the following
window will appear: (see page 2)
17(1) The Game Stat Entry window displays fields for “Date”, “Time” and “Field”
and team information
(2) In the “Score” fields input the game score
(3) If the game has been forfeited select the “Special Code” for the Team
that forfeited
(4) Provide the “Goals/Cautions/Ejections” for both Teams by selecting:
*(Individual player goals not required to input)
(a) First the players and/or coach from the drop down fields
(b) Then selecting the “Item Type” and “Reason” for the caution or ejection
(c) Then Click on the Add Button to add the item to the list
(d) If more then one item repeat (a) through (c) above until all have been
inputted
(e) Repeat for both Teams
(5) You may also write comments about the game at the bottom of the screen
(6) Remember to Click the Save Stats at the bottom of the screen once you
have finished entering the results
(7) If you need to edit the information you can make the changes and Save Stats
again
(8) If you need to clear the information then use the Clear Stats button at the
bottom of the screen.
(9) Once one of the Team Managers enters the scores and the cards, the system
will show the information on the results. If the other Team manager enters
different information then the system will display that either the Scores
and/or the cards (cautions or ejections) are contested. The Contested
item will be displayed with a red (S) for contested Score and a red (C) for
contested Card. If this is the case you must contact your Flight coordinator
or Lynn Bertovic via email at: lynn@alsoccer.org
Tech Support Number 800-872-0461
18STATE CUP
Division I
The Alabama Soccer State Tournament for Division I is held in November for U15-U18 and in May for
U11-U13 (as approved by the ASA board and hosting organization). DI Champions in age divisions U13 -
U18 will go on to participate in the Region III Regionals Tournament the following June.
Division II
The Alabama Soccer State Tournament for Division II is held in November for U14-U18 and in May for
U11-U13 (as approved by the ASA board and hosting organization).The DII Champions U13 - U17 will
also go on to participate in the Region III Regionals Tournament the following June.
*It is important for all players, parents, and coaches to understand that any team not fulfilling
their commitment to travel to the Regionals tournament after winning State Cup will be subject
to additional sanctions besides forfeiting their deposit money and could be subject to additional
penalties from their club.
There are very specific guidelines and deadlines that the manager must adhere to in order for the team to
participate in the ASA State Cup.
The first thing the manager will need to do is to register for State Cup via online registration (date of
registration determined by ASA) and pay the state cup registration fee. All fees must be received in the
ASA state office before the last day of registration in order to be accepted in the tournament. NO team is
accepted without payment. Roster freeze date is two weeks prior to the first game of the state cup
competition.
STATE CUP CHECK IN
Check-in could be online or physical. AYSA will send out notification of process.
MEDICAL AND LIABILITY RELEASES
Teams must obtain a medical and liability release form from each player. These releases must be carried
to all competitions and tournaments. A good release will include the player’s insurance information, any
chronic condition such as asthma or allergies and parental consent to emergency treatment. The forms
should also release liability for the club, state association and national association. Alabama Soccer
Association does not require any Medical Release forms to be notarized, however; tournaments may still
require notarization. Both forms are found on our website at: www.alabamayouthsoccer.org.
19The form below is a notarized Medical Release. The notarized form is no longer required for ASA
Events. Both the notarized and un-notarized forms can be found on our website.
20ORGANIZING PAPERWORK
The easiest way to assure all paperwork is organized with the manager is to keep it in a three-ring binger.
Rosters, copies of the player birth certificates and medical releases can be inserted into three-hole plastic
sheet protectors where they will be easily accessible and protected from moisture or damage. In the first
protector, place multiple copies of the team’s official state roster. Many tournaments ask teams to provide
1 roster copy for each game they play. Player data is placed following the roster copies. Put the
documents in the binder in the exact same (alphabetical) order that they are listed on the roster; this will
expedite check-ins for Tournaments, etc…, within the plastic sheet protector have the Medical Release
Form placed on top and the copy of the Player’s Insurance Card face up on the back. Player passes will
be on a metal ring and can be easily clipped inside the notebook. The manager should also keep
important information such as emergency contacts, tournament information and rules, league schedule,
field permit if applicable, and travel plans in the notebook. The notebook can be divided into sections as a
way to organize the various pieces of information. The notebook should be kept current and clean of past
paperwork and loose papers.
**Once you have all these documents compiled, take a few moments to make sure that the name and
birth date on each player’s birth certificate matches what is listed on the state roster. Data entry mistakes
do happen and they are far easier to correct at the beginning of a season rather than sitting at a
tournament check-in, etc.
UNIFORMS
The club issues the team uniforms. Make sure you understand how your club will organize the uniforms.
All shirts must have numbers and team members must have and wear the same color of socks. In some
clubs, there is little choice for the team because the club obtains uniforms centrally and regulates style
and colors. Sponsors may be used on the uniforms as long as they are youth appropriate. A general good
rule of thumb is if they cannot wear it to school than they cannot wear it on the soccer field. There is no
restriction on uniform styles. Uniforms typically do not last more than two years, due to a combination of
player growth, wear and tear and roster turnover. The manager should have an accurate record of what
uniform pieces the player obtains. There should be NO duplications of numbers and Goal Keeper jerseys
must also be numbered.
GETTING HELP
The only thing worse than trying to do everything yourself from the start is also having to do everything
yourself at the deadline because others didn’t meet their commitments. The manager should be in charge
of the paperwork, so it is done consistently and on time. Tasks not intertwined with paperwork that can be
delegated include:
• Coordinating travel and rooms
• Purchasing uniforms and/or distributing
• Coordinating field layout, set-up and take down (if needed)
• Directing fund-raising projects
• Arranging team parties
• Arranging first aid kits/water/ice at games
• Researching soccer camps or tournaments
Someone other than the manager should be treasurer, or at least sufficiently involved with the team
finances (such as second signature on checks) to avoid any appearance of one-person control of the
money.
21TOURNAMENTS
IN-State and Out-of-State USYSA Sanctioned Tournaments
Tournaments provide the opportunity to play several games in a weekend, often against teams not faced
regularly in league play. There are several tournaments that are held in, and sanctioned by ASA. These
tournaments can be found on our website www.alsoccer.org. Click on Tournaments and then Sanctioned
Events to find this listing. There are also tournaments that are held in surrounding states that teams may
choose to attend. In most cases the registration, paperwork, accommodation and transportation are the
responsibility of the team manager.
Paperwork required:
Teams wishing to participate in a tournament will need to get registration information from the club
sponsoring the tournament. If you attend an ASA sanctioned tournament in Alabama, you are not
required to get a permission to travel (using the Affinity system) unless you are taking a guest player to
the tournament. Note: players may not be “CLUB PASSED” for any tournament. If only your team is
attending you can use your “official ASA Stamped roster” that you get from your Club Registrar.
For out of state tournaments and if you take guests, you must follow the attached instructions for a
“Travel Roster” in Affinity. Guests are added per the attached instructions. The Guest paperwork is
required for out of club players. NO fee required.
US CLUB Tournaments
When looking at tournament websites, always check tab where they list “Documents”. This will usually
show you if the tournament is sanctioned by the USYSA State Office or by US CLUB. We will approve
your roster in Affinity for a US CLUB but the team is not covered by ASA insurance when they attend a
US CLUB event and they must have generic cards printed by your club registrar.
You will need to take 2 to 3 copies of your tournament roster with you to the tournament. The tournament
usually will note on their website what documents you need to bring and how many copies are needed.
Parents:
Parents vary in whether they can or want to attend tournaments. The parents should notify the manager
well ahead of time if they are attending and plan on paying for their own transportation and rooms. It is
wise for teams to establish rules for parents that are attending the tournament. Often the parent thinks in
terms of their child and does not take into consideration the rest of the team. This can lead to conflict
between the coach and parent and resentment from the other players whose parents are not there. Some
clear guidelines given to the parents can help overt any problems. If the manager prepares a form that
parents sign then there is no question concerning the rules. Below are just examples:
• Parents may not take their child away from the team.
• Parents may not over-ride the rules of the coach or club.
• All parental requests must be made directly between the coach and the parent. Players should
not be used as the “messenger”.
• While traveling the coach/manager will have the final decisions on all players traveling under their
supervision.
• Parents may not stand with their child during the games.
• Parents may not take their child for a meal or shopping, without the permission of the coach.
• Parents may not bring their child extra goodies or items unless you have one for every team
member (soda, sports drink, snacks, etc.)
• Parents may not decide to pull their child early from the tournament. All players will remain with
the team until the day and time the entire team leaves.
• Parents should read and sign all paperwork.
• Parents should be familiar with the rules and guidelines their player will be expected to follow.
• In the event the parent becomes aware of violations of rules, they will notify the manager/coach
immediately.
At all times parents should respect the coach and the rules set forth for the team.
22*In the same respect the manager should always follow the same guidelines when dealing with their own
child. The manager is there to work for the entire team, not just their child. Special consideration or treats
for the manager’s child will build resentment among the other players.
Parents of unaccompanied players should be made to realize they are expected to pay for their child’s
expenses, including a share of the room. The manager should establish a budget for the trip and divide
the cost among the players. This should include entry fee, hotel cost and transportation cost and any
incidentals. If the player is expected to pay for their own food, the manager should give them a ballpark
figure on what the daily cost will be. Some teams have each player pay a flat food fee and the manager
will arrange meals. Each team will decide what works best for their players and team. For younger teams
the manager may hold on to the player’s money for safe keeping. To avoid a misunderstanding on the
money, the manager should have each player’s money in individual envelopes. On the front of the
envelope write the amount the player starts with and have both the manager and player sign and initial
the amount. Every time the player “withdraws” money from their envelope the manager writes the amount
taken out and again both the player and manager sign or initial beside the amount. This is a little extra
work, so the manager may delegate another chaperone to be in charge of this. For older players unless
the parents specifically ask the manager to hold their money, they should be able to manage their own
spending habits. It is important that the manager take note if a player is not eating, or doesn’t appear to
be spending money, it may mean they have run out or lost their money; and in that case the manager
should handle it discreetly.
23US YOUTH SOCCER
REGION III INTERREGIONAL
TRAVEL NOTICE - INSTRUCTIONS
“US Youth Soccer Region III State Associations (Alabama, Arkansas,
Florida, Georgia, Louisiana, Mississippi, North Carolina,
Oklahoma, South Carolina, Tennessee, North Texas, and South
Texas) agree to permit duly registered US Youth Soccer teams that are currently
in good standing with their respective State Associations and US Youth Soccer to
play across state boundaries within Region III. Such play will only be permitted
with notification of intent to the respective state offices.”
US YOUTH SOCCER REGION III INTERREGIONAL TRAVEL NOTICE
Instructions:
1) Register online. See below (pages 25-28) for instructions.
2) Print a copy to take with you to the tournament.
3) If you take Guests then you must fill out the appropriate forms online
(see below).
4) The following items should be available for review by the authorized hosting
organization when traveling out of state:
a. A copy of your stamped approved Tournament Roster and travel
papers from Affinity.
b. US Youth Soccer member passes for each player, guest player and
team official listed on the roster and traveling with the team.
c. Properly executed emergency medical treatment authorizations for
each player.
US CLUB EVENTS AND EVENTS OUTSIDE REGION III ONLY
Instructions:
1) ASA Insurance does not cover players participating in US CLUB Events. If
you participate in a US CLUB sanctioned event, you must contact that event
concerning insurance coverage for participation. USYSA player cards
should not be used.
2) If you participate in a tournament that is held outside of Region III (please
see the states in Region III at the top of the page) you must complete an
APPLICATION TO TRAVEL and pay the $25.00 application fee.
2425
26
from another club 27
28
GUEST PLAYERS FOR TOURNAMENTS
3:02:11 Guest Playing
1. The following process is mandatory in order to have a player currently rostered to a team
participate in any capacity with another team. Participation includes tournaments, scrimmages,
practices, trips, camps, or any other activity that the team is a participant.
2. The head coach desiring the participation of a player must direct a request in writing, phone call,
or e-mail to the head coach of the team that the player is currently rostered, or to the director of
coaching of the players club. This applies to guest players from outside the team's
club/association.
3. The individual contacted must grant approval for such participation prior to the player partaking in
any event or activity.
4. If the player's current coach or director of coaching does not grant approval for the player to
participate in the event or activity, then that player is not permitted to participate.
5. Non-compliance with the guest playing provision by a coach concerning players outside of their
club/association shall be deemed both unethical and a violation of the recruitment policy.
6. A player that participates in any event or activity as a guest player without the permission of their
current coach or director of coaching shall be subject to disciplinary sanctions outlined in this
policy as a guideline.
7. Paperwork must be completed for out of club players as stated or forms must be approved by
state office. It must be submitted by Wednesday the week of the tournament.
See above pages 27-29 for instructions.
Always check the Rules and Regulations to verify no changes have occurred.
2930
FRIENDLIES
Friendlies “out of state” may be processed in Affinity just like a tournament. However, the hosting
team/club must give you a copy of a “Hosting Agreement” signed by their State Office. That form must be
forwarded to ASA.
Friendlies (involving out of state teams) may be hosted by your team/club. To host a friendly will require
that you complete a “Permission to Host a Tournament” form. Once approved, we will return a copy to
you, which you can distribute to any out of state teams coming in to play your team/club.
31PLAYER INSURANCE CLAIM FORM
Every registered ASA player is covered thru an insurance policy by ASA. It is a secondary insurance,
however; if a player does not have any insurance then the ASA insurance becomes the players primary
insurance on any ASA sanctioned field, tournament or game only. If a player is injured during a practice
or game the manager must fill out an insurance claim form to be sent via email to the ASA office. This
claim request must be sent to the ASA office within two weeks of the incident. Insurance request sent via
USPS may take up to 4 weeks to process.
Forms can be found under the Admin tab at www.alsoccer.org. Download the Youth Insurance Claim
Form and the Insurance Coverage Outline.
32IF THE TEAM HAS A FOREIGN BORN PLAYER
If the team has a foreign born player, the manager will need to make sure the player has either filled out
the International Waiver Form (WV-4/02) or International Clearance Form (ITC3_03) or proof that they
were in the country before age 12 and a Foreign Translation Form. This documentation will be behind the
age documentation. This should be done before the regular season begins. It cannot be done at State
Cup credentials and the player may not play in the tournament, no exceptions
RISK MANAGEMENT ISSUES FOR MANAGERS
Listed below are guidelines to follow to protect you from accusations of inappropriate conduct. This
information comes from the US Youth Soccer Kidsafe Program – a program to foster safe circumstances
for every person, and especially every player, who participates in a USYS activity.
As an affiliate of US Youth Soccer, the Alabama Soccer Association endorses these guidelines.
IN THE EVENT THERE IS QUESTIONABLE BEHAVIOR OR RISK MANAGEMENT ISSUES,
THE ADULT WILL BE REMOVED IMMEDIATELY PENDING A FORMAL HEARING
• Avoid being alone with players in non-public settings.
• Document unusual situations and forward the documentation to the Risk Management person on
the club or state level.
• Do not buy gifts or give money to team members.
• Let your language set the tone. Avoid profanity, even in conversations that you think are private
but may be within earshot of players.
• Never verbally demean, negatively label or ridicule a child based on appearance, gender, weight,
sexual orientation, race or any other identifying characteristic.
• Do not consume alcoholic beverages while coaching and/or traveling with a team or player.
• No coach should be alone in the front seat of a vehicle with a player who is not part of his or her
family or household.
DEALING WITH CONTENTIOUS ISSUES
Disagreements and difficult issues will arise from time to time. Unless the manager is the problem, the
manager is usually the person in the best position to conciliate or lead to resolution of the issue. Many
issues do not have a right or wrong answer. The task is to find a position with which all or most of the
families and the coach can be comfortable. It is important that the manager remains objective and not
over rule the coach’s position or circumvent the clubs policies and procedures. Many times a problem can
be resolved by simply calmly listening to the issue. Managers should avoid getting caught up in gossip or
speculation. Deal with problems as up-front as possible. Managers are in the position that confidentiality
must be maintained at all times.
Sideline conduct can sometimes lead to a contentious situation. Controlling the parent or coach whose
sideline conduct is out of order is the manager’s most unpleasant task. Ultimately, the referee may take
care of the situation for the particular game by banishing an outrageous offender. The manager should
make sure the situation doesn’t get to that extreme. Foul language, harsh criticism of players and loud
referee baiting all are out of line. Most people will subside if they’re quietly told to cool down before the
situation gets too heated. Repeat offenders need to be talked too more directly under calmer
circumstances. These talks should involve the coach and manager together when addressing the
offending party. The manager and coach should set the example of behavior at all games.
33ASA POLICIES
See Our Website for All Rules and Regulations
POLICY TOPIC: Club Pass for Competitive Leagues
POLICY NO: 3:02:13
POLICY: A Player Pass may be used as a Club Pass during Regular League Play.
PURPOSE: Within a club, players may play in other regular league games. Club passes will allow players
to move within their club to play up an age group or laterally.
PROCEDURE:
• A player pass will be issued to all competitive players registered with ASA. These passes are to be
used in regular league play, tournament play and State Cup play. These passes may also be used as
club passes for regular league play.
• Club passes applies to age groups U-11 and older.
• No player may play down.
• Player may only play 3 halves of soccer between the two teams. If a player’s primary team is
scheduled for two games on a given day then a player may play 4 halves of soccer. (The same
amount of soccer would be allowed in this scenario)
• Player must honor primary team first (rostered team is primary team).
• Club pass does not apply to any tournament. Players from other teams would be considered guest
player-as per rules of the tournament. Club passes would not apply to State Cup, only rostered
players may play in State Cup. State Cup does not allow guest players.
• Each ASA sanctioned league shall elect or not to administer the club pass system.
• Leagues may adopt language stricter, but not more lenient that state policy.
Leagues/Clubs may choose not to adopt a club pass.
• At all times the safety, well-being and development of the player should be the first consideration.
Proper player development takes priority over fielding a team.
POLICY TOPIC: Referee Responsibilities/USYS Player Passes for Competitive League Play
POLICY NO: 3:03:08
POLICY: The intent of this policy is to ensure that all Division I and Division II player passes are used for
competitive players and games during regular league season.
PURPOSE: Competitive players playing in regular league play will use USYS player passes as a means
to identify the players listed on the team roster. This will assure that ASA competitive leagues are
following the standard that is common practice for all competitive leagues with USYS.
PROCEDURE: Prior to the beginning of the season all players properly registered to a competitive soccer
team will be issued an USYS player pass. This player pass along with the roster will be presented to the
referee prior to the beginning of a game. The referee will assure that all players rostered will have a
player pass that matches the name and information on the roster. Players without a player pass will not
be allowed to participate in the game. NO PASS NO PLAY NO EXCEPTIONS. Managers are responsible
for keeping all player passes and presenting them at games. Only one player pass per player may be
issued in a seasonal year (may not issue duplicate passes).
POLICY TOPIC: Red Cards
POLICY: 3:04:03, iii
POLICY: In the event there is a red card “ejection” shown to a player, the referee will mark the roster of
the ejected player. The player will leave the field of play immediately. The pass will remain with manager.
A red-carded player must attend the game they are suspended for and sit with the team (not dressed
out). The referee on hand will note the player sitting out for disciplinary actions on the game day roster. If
a player is not present for the game it will not count as a disciplinary “sit out”. It is up to the manager to
advise the referee of the red carded player so the referee can note and sign off on the Game Day Roster
that the player was present and served his suspension.
POLICY TOPIC: Roster Limits
POLICY NO: 3:03:05, #2
POLICY: U-16, U-17, U-18 and U-19 teams may register and roster 22 players to their teams. Only 18
players may suit up and play in a game. This policy will also govern the ASA State League, National
Championship tournament games, and USYS Alabama State Cups.
34PROCEDURE: In accordance with the new policy change adopted by USYS, Policy 205, Section 1,
Policy 221, Section 3 and the National Championship Series Policy 101, all U14, U15, U16, U17, U18 and
U19 teams may register and roster 22 players to their teams.
Only 18 players may suit up and play in a game. This policy will also govern State League matches,
Alabama State Cup and the USYS National Championship Series.
POLICY TOPIC: Member in Good Standing
POLICY NO: 3:02:02
POLICY: To participate in an ASA sanctioned event or ASA program, the player/ coach/ manager must
be a member in good standing. This includes but not limited to having no disciplinary actions or sanctions
at the time of the event or during the time frame of program. The player/coach/manager must be in good
standing with their ASA affiliate team and club. Any disciplinary actions taken against a
player/coach/manager by the local team or club must be reported to the ASA office for review of that
player/coach/manager’s eligibility to participate in an ASA sanctioned event or ASA program chair. The
club also must be in good standing with ASA in order for any of its members to be eligible to participate in
any ASA event or ASA program.
35FINAL THOUGHTS
The three most important tasks as manager are:
• Do the paperwork timely and accurately so the team can play, whether in league or tournaments.
• Communicate, so everyone gets to where they’re supposed to be, understands what’s going on
and is reasonably happy with it.
• Put the safety and well-being of the team first and foremost.
If a manager has questions or needs help they should not hesitate to contact the ASA State Office.
ALABAMA SOCCER ASSOCIATION
4678 Valleydale Road
Suite 200
Birmingham, AL 35242
Office (205) 991-9779
Fax (205) 991-3736
www.alsoccer.org
*** Material in this handbook is a guideline only to better
acquaint the team parent/manager and is subject to change.
Revised 07/13
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