Mission Viejo Girls Softball Team Administrator's Handbook - Updated 8/2021

Mission Viejo
       Girls Softball

Team Administrator’s
         Handbook

               Updated 8/2021

 Register as a Team Administrator (TA).
                 Come up with team name with the help of coaches/players.
                 Complete your Concussion Course and email your completion
                  certificate to the league registrar.
                 BACKGROUND CHECKS: Work with the league registrar to make
Checklist for     sure that all background checks are completed.
                 Obtain team roster from your coach and create your team’s
Beginning of      Shutterfly page and GroupMe for communications.
                 Work with your Coach to schedule Meet & Greet.
 the Season      Work with team/coaches to come up with team name and order
                  fun socks/banners/bows.
                 Send an Intro email to your team families. Include info on
                  important dates, uniforms, sponsorship, etc.
                 Add important dates to your Shutterfly calendar.
                 Remind parents to fill in Availability in Shutterfly. This is helpful for
                  your coach when planning practices, line-ups, etc.
                 Solicit help from team parents to secure a team sponsor by the
                  specified due date.

What does a TA do?
In a nutshell:
 • Keep the team organized.
 • Handle team business.
 • Assign volunteer responsibilities.
 • Assist the manager/coach with team
   management and communications.
 • Plan team parties.

What do we do
first?
• Make it “official”.
    • You need to register yourself as
      a Team Administrator.
• Background Checks.
• SafeSport Course.
• Concussion Course.

Register as a TA
• Log In:
  www.MVGS.SportsSignUp.com.
• On the “Welcome” screen, select
  “Apply to Coach/Volunteer”.
• On the “Choose Registrant” screen,
  select your name and “Register now”.
• On the last screen, select your Role as
  “Team Administrator” and your
  Division.

Background Checks and SafeSport Course
• BOTH Background check and SafeSport Course is
  REQUIRED by USA Softball for ALL adults working with
  the players, female chaperones, and dugout moms.
  USA Softball will not approve unless both background
  is cleared and SafeSport is completed.
• Background checks and SafeSport Course must be
  completed every calendar year.
• USA Softball’s calendar year begins on September 1.

Concussion Course
• ALL Coaches, Assistant Coaches, and TAs must
  complete the Concussion Course.
• Go to www.nfhslearn.com to complete the course and
  send your completion certificate to the league
  registrar.
• Transferrable from other USA Softball leagues. Must
  provide completion certificate.

Keep the Team Organized
• Collect team roster from your head coach.
• Set up a team website and GroupMe for team
  communications. (Shutterfly Share Site, GroupMe).
• Add practice/game schedules and other important
  dates to calendar.
• Have parents fill in player availability in the Shutterfly
  site. This helps the coach plan the practices and line-
  ups.
• Assign Volunteer Duties (Female chaperone, Dugout
  Mom, Snacks Duty, Snack Bar duty, Field Prep, Team
  scorekeeper (GameChanger), Photographer, etc.

Banners, Pennants, Fun Socks,
Bows, & Uniforms
Pennants/Team Banners, Fun Socks, Bows, etc.
• These items are at an additional cost (not paid for by the league).
Uniforms
• Uniforms will be distributed for you to distribute to each player.
• TIP: Bring grocery bags to sort uniforms for each player.
Player Equipment
•   All divisions: Cleats, fielding/defensive facemask, bat, batting helmet, and glove.
•   8U & Up: Sliding shorts, knee pads, batting gloves (optional), catcher gear
    (catchers).
•   These items are not supplied by the league.
•   For more info on player equipment, click here.

Team Sponsors
• MANDATORY.
• Sponsorship by local business in exchange
  for marketing via acknowledgment in MVGS
  yearbook and a plaque.
• Sponsorship Form available on the MVGS
  website.
• If Sponsor is not found, minimum cost is
  split between the families.

Volunteer Duties
A female chaperone MUST BE present at all practices and games.

Practices:                                        Games (Dugout Mom – 6U – 8U):
  • Escort girls to the restroom or flag            • Flag down parent/guardian if player needs to use the
    down parent/guardian at games.                    restroom. Remember, these fields are public facilities.
    Remember, these fields are public               • Help keep girls focused on the game and cheer on their
    facilities.                                       teammates (positive cheers, please.)
  • Administer First Aid when needed.               • Keep dugout organized and do not allow girls to stand on
                                                      benches or kick fences.
                                                    • Assist catcher with her equipment.
                                                    • Make sure girls are batting in the order per coach’s line-up.
                                                    • Dugout mom is usually the same mom with snack duty.
                                                    • Administer First Aid when needed.

Volunteer Duties
Field Prep, Scorekeeper, and Snack Bar

Field Prep                                          Snack Bar
   • Home teams are responsible for Field Prep.       • MVGS teams playing on Field 2 at Alicia Fields will be responsible for
   • Specific instructions can be found on the          having TWO (2) volunteers per team work in the snack bar. That
     MVGS website:                                      means FOUR (4) volunteers per shift.
        • Drag infield.                               • Inter-league Play: If and MVGS team is playing another league on
        • Pitching rubber set to correct distance       Field 2, the MVGS team must provide 4 volunteers to cover the snack
          for the age group.                            bar shift.
        • Re-chalk 1st & 3rd baselines, coaching      • Age 14 and over may work the snack bar, BUT only 18 and over may
          box, batter’s box, on-deck circle, and        handle money and BBQ grill.
          pitcher’s circle.
                                                      • SUGGESTION: Assign the snack bar duties at the beginning of the
Scorekeeper                                             season to allow for families to plan accordingly. Make sure that
                                                        volunteers understand that they may be asked to operate the grill.
   • Assign someone on your team to be the
     scorekeeper for each game.                       • Failure to for the team to provide volunteers for the appointed shift
                                                        will FORFEIT their game.

As a TA, you will find that the girls will come to you for EVERYTHING.
                Keep a small supply of things with you on practice and game days.
                Here is a list of things that are helpful to have on hand:

                 Disinfectant Hand Wipes and/or Hand Sanitizer
                 Wet Wipes or a roll of Paper Towel
                 Tissues

  Supplies to    First Aid kit
                 Ice packs
Keep on Hand     Hair Bands / Hair ties
                 Safety Pins
                 Sharpies (to label visors, water bottles, etc.)
                 Towels (to wipe down wet benches or wet balls)
                 Extra bottles of water (small-it’s the parents’/kids’ responsibility
                  to bring)
                 Extra cooling towels
                 Hygiene products

ANY
                     QUESTIONS?
       Please feel free to contact your Team Administrator Director.

We are looking forward to working with each and everyone of you.
                   Let’s have a great season!