Southwest Hockey Manager Meeting 2021 - 2022 SEASON

Southwest Hockey
Manager Meeting
2021 – 2022 SEASON

Welcome New & Returning Managers
   Thank you for volunteering!
    As we move through this season,
guidelines may be modified and changed.
What was a protocol today may need to be
          changed tomorrow.
Managers must be understanding, flexible
and be a change champion for their team.

Manager Meeting
Questions will be at the end of the meeting only. Please make note of your questions.
If we run out of time, email questions to: admin@southwesthockey.ca.
The meeting today will only be able to cover ‘high-level’ points. You will need to do
additional reading.
After the meeting, please review the following material in full:
 1.   Manager Guide
 2.   Southwest Hockey Association (SWHA) Website
 3.   U7 / U9 Intro to Hockey Guide
 4.   Emails previously sent
   I know there is a lot of information. I want everyone to know I ABSOLUTELY don’t mind helping! My only request
   is PLEASE, PLEASE read the information I’ve sent and the information on the website first, but then DEFINITELY
   come to me if you have further questions!

Section 1: Initial Information

Roles & Responsibilities - Managers
A Team Manager is an integral part of a successful coaching
team – you are the conduit between the Team, the Coaches
and the Association.
Aside from the coaching staff, the person most in touch with the
team is the Team Manager. The purpose of this role is to
ensure the smooth operation of a team’s off-ice administration
to allow the coaches to concentrate on the ‘on ice’ activities.

Specific duties are available in the SWHA Hockey Policies & Procedures.

Roles & Responsibilities – Team Ops
Community Team Operation positions will include:
 1.   Coaches / Assistant Coaches
 2.   Manager / Assistant Manager
 3.   Team Treasurer
 4.   Jersey Parents
 5.   Tournament Coordinator
 6.   Score & Time Keepers / Penalty Box

SWHA Hockey Website
The Manager tab on the website should be your first
stop for information and resources.

The tab has been updated. If you are looking for
something in particular and you don’t see it then please
email admin@southwesthockey.ca

Picture Day – October            17th

An information sheet was sent out in a newsletter, and
directly to all Managers, Head Coaches and Assistant
Coaches.

Please ensure you have read this and if there are any
questions, please mention at the end of this meeting

Other Notable Dates
OCT 20th – Confirm via email that Medical Forms are done.

OCT 30th – Submit Team Rules to admin@southwesthockey.ca

NOV 30th – Submit Team Budget to
treasurer@southwesthockey.ca (if applicable to your team).

DEC 15th – Complete the online TeamOps Credit Form

Rafflebox – 50 / 50
There will be at least two (2) Association-wide raffles this year.
Managers will receive the raffle ticket purchase links for their
team, and you MUST get these out to the players immediately.
There will be prizes for top sellers and these will be
announced shortly.
Questions? Contact: fundraising@southwesthockey.ca and
asst-fundraising@southwesthockey.ca

Manager Guide
With the changes expected this season, the Manager Guide
and SWHA website may go through a number of updates.
I will do my best to keep you updated through the season.

The Manager Guide has been broken down into:
“Start of the Season”
“During the Season”
“End of Season”.

Section 2: Start of the Season

You’re the Team Manager!
Now What?!
We want to take you from        TO
A ‘quick-start’ guide has been created to get
Manager’s going. However, much of the
information was also emailed.
Important to remember → Please ensure you share
your cell number with your families!

You’re the Team Manager!
Now What?!
Brief overview of the checklist:

 1.   Welcome Letter (Head Coach receives, & you can request to review).
 2.   Logins (HCAL and OCI)
 3.   Manager Binder
 4.   Parent Meeting (Sample agenda provided to coaches & on website)
 5.   Review Manager Guide
 6.   Review SWHA Website – Manager Tab

OneClickIce (OCI)
Ice Scheduling Program
 1. OCI is the tool used to manage ice times for teams.
 2. Each Manager received an OCI login, and the Team Portal
    Guide
 3. Teams can use OCI to request ice time trades with other
    teams.
 4. Teams are responsible for using, trading, or giving away all
    assigned ice → BUT teams cannot “BURN” any ice!!
 5. If any schedules between OCI, TeamSnap or Hockey Calgary
    are not matching…notify me immediately.

Hockey Calgary (HCAL) Login
Teams will be able to do the following:
1. Review player roster and coaching staff.
2. Enter game scoresheets
3. Submit to “Play an Exhibition Game”
4. Submit to “Play in a Tournament”
5. Submit Schedule Windows
6. Submit for Special Events
7. Player and Bench infractions

Tournament Schedule Windows &
 Important Dates
● To Play in a Tournament teams MUST submit a request through
  their Hockey Calgary login.
  o HCAL will assign a Scheduling Window so teams are not scheduled games.
● Scheduling window request must be submitted before the
  deadlines.
  o Check HCAL website (“Operations” – Important Dates)
● If you need to also apply for a Travel Permit for your tournament,
  it will be approved at the same time as the Scheduling Window.
● Important: Managers must ALSO enter these ‘Blackout Dates’
  into OCI so you are not scheduled practices.

COVID-19
Any time your team has a positive COVID-19 case, you
MUST notify me at admin@southwesthockey.ca ASAP.
I will work with you to collect information that I'll need and the
processes to be followed, depending on your age group.
Teams do not shut down.
Do not disclose the name of the person who tested positive!
Families are to self-monitor for symptoms and NOT attend if
they have any symptoms.

Medical Forms
Medical forms are required, as per Hockey Canada
(HCAN) insurance.
One copy is kept safe with the Manager, and another
copy is kept in the first aid kit so the coach always has
it with them. It’s recommended to put these into
protective sleeves.
Date to confirm completion of this task: OCT 20th

HCAN Insurance & Injury Forms
HCAN is strictly a supplemental insurer. If a family has access to other
insurance they must pursue that coverage first.
An Injury Form must be submitted by the player’s parent/guardian directly
to Hockey Alberta (NOT Hockey Calgary or Hockey Canada).
Hockey Alberta has a STRICT 90-day submission deadline.
Forms are available on the SWHA Hockey website:
Managers>Resources>Safety, Injury & Insurance
Managers use the Injury Log to track injuries so Return to Play protocols are
are completed by the Head Coach.

Emergency Action Plan (EAP)
EAPs are typically used for games.
Teams should utilize the template that is available on the SWHA website.
One copy of the EAP forms should be kept in the Manager binder, and
another in the First Aid Kit (for the coaches).
Managers and Coaches should work together to develop the EAP as
soon as possible in the season, but definitely PRIOR to the weekend of
October 23rd when league games are set to begin.

Team Budget
If teams wish to raise funds, they MUST abide by ALL relevant SWHA Hockey
Policies and Procedures, including having an approved budget and a bank
account.
Team Treasurer must email admin@southwesthockey.ca to obtain a bank
account authorization letter. Many have already.
Budgets MUST have at least 75% approval of the parent group.
Please be MINDFUL that families could be struggling and may not want to say
anything. We need to be compassionate about this, particularly this season.
Further information is in the guide and on the website.

Hockey Canada Official Rosters
Official HCAN Rosters will be provided to each team; date is not known yet.

In the meantime, you can use your HCAL login to view your team roster that
way.

If you notice roster errors either on the HCAL website or when you receive your
official roster, please advise registrar@southwesthockey.ca ASAP.

A copy of the official roster MUST be at every game; managers should have a
copy and there should be a copy in the First Aid Kit on the bench.

Hockey Canada Official Rosters

Game Jerseys
Our Director of Branding has been working hard to get the game jerseys to all
Head Coaches.
Jerseys must be treated with CARE and RESPECT! They are a large cost to the
association. Care (washing) instructions should be provided to Jersey Parents.
Jersey Parent volunteers are required for each set of jerseys (one parent for
Home Jerseys and one parent for Away Jerseys). They bring the jerseys to the
games and wash them in between.
ALSO – the two Jersey Parents only take the jerseys for half the season. The
first half of the season runs Oct – Dec. Then another two jersey parents take the
jerseys for the second half of the season (Jan – Mar).
Note U7 and House League only has one game jersey, therefore these
teams only require one Jersey Parent volunteer for each half of the season.

Apparel & Jerseys
Team apparel is only available through Adrenalin Source for Sports.
If you are looking for something specific --- you must get approval
from our Director of Branding (Hugh), BEFORE ordering.
The SWHA logo MUST have PRIOR approval for use.
No name bars or crests are permitted on jerseys.
“C’s” & “A’s” can be loosely tacked on. Ask Hugh for guidance.

Fees may be charged, if there is visible damage.

Apparel & Face Masks
Check out the SWHA website for:
 1. Face Mask Ordering.
 2. ‘Cash & Carry’ items. Such as; pant shells, helmet decals & pop
    sockets.
 3. Apparel – Adrenaline Source for Sports
  a) Items available in-store to try on.
  b) XMAS DEADLINE to order is November 28th.

 Adrenaline link:
 https://southwest21.itemorder.com/shop/sale/?saleCode=7XGGM

Time / Score Keepers / Penalty Box
Time Keepers, Score Keepers and Penalty Box Attendants are important roles that
MUST be filled for HOME games.
These positions are eligible for volunteer bond (VB) hours for each hour worked.
It is up to the volunteer to learn and understand their role and responsibilities.
This year ‘HOME’ team MUST provide the Time and Score Keepers, as well as both
Penalty Box Attendants. Masks MUST be worn by these volunteers at all times!
The Manager or Assistant Manager should set up an initial schedule for parent
volunteers to fill these positions; priority should be given to those still needing to fill VB
hours.
If a parent can’t fill their assigned shift – THEY must find a replacement.

Dressing Rooms
Some coaches may not want parents in the dressing room, as this is also
bonding time for the team. Please respect the Coach’s rules.
There should be NO parent “visiting” in the dressing room. Once you’ve got your
child ready, and coaches are present --- please leave.

Families MUST follow facility/arena protocols, or as enhanced by SWHA.
Dressing Room Protocols at this time (subject to change):
  MASKS MUST BE WORN IN THE DRESSING ROOM
  Participants - until the participant has their helmet on!
  Coaches, Parents – at all times.

Dressing Rooms cont.

For U7, U9 and U11
  ➢There should only be the participant and ONE parent in the
   dressing room.

For U13, U15 and U18
  ➢Unless there was a request by the coaching staff, NO parents /
   guardians in the dressing room for these age categories.

‘2 Deep Rule’
Players should be supervised at ALL times.
A ‘lone coach’ should not be in the dressing room with players
at any time, especially if they are changing.
Two (2) coaches should be present together; this is called the
“Two Deep Rule” of supervision.
If a second coach has not arrived, the Manager or Assistant
Manager can be in the doorway / vestibule area with the
coach; monitoring the dressing room.

Cell Phones
SWHA does have an Electronic Device Policy.
To avoid any accidental, or improper situations, the use of any
form of phone or tablet / personal electronic device is
prohibited in or around any dressing room before, during or
after any hockey sanctioned event. Once in the dressing
rooms – cell phones must be put away!
Exception:
 ➢A team may choose to select one (1) or two (2) responsible
  representatives to provide a device for playing music for games.

Spectator Rules
SWHA Hockey has a ZERO TOLERANCE POLICY for any form of verbal
or physical abuse by or towards coaches, players, other spectators,
facility personnel or other volunteers!
Families are expected to follow the spectator rules AT ALL TIMES!

We DON’T want to go from →                   to this →

Dispute Resolution
Disputes sometimes happen!
SWHA’s expectation is that all problems are to be addressed in a
constructive manner with respect and courtesy.
There is an approved communication process (& chart) in the Manager
Guide and on the website.
As unfortunate as it is, parents may be a bit more ‘on-edge’ due to
COVID; however respectful behaviour is still expected.
If you have problems, please contact admin@southwesthockey.ca for
further guidance.

Section 3: During the Season

Seeding Round
Starting this season, the Seeding Round has been
shortened.

▪Reduced to 4 weeks (5 weekends).
▪This gets teams into appropriate division sooner.
▪No Schedule Windows during this time.

Seasonal Break
Will occur between the Seeding Round and Regular
Season.

▪14-days (Nov 22 to Dec 5)
▪Teams can attend tournaments during this break.
▪One (1) SWHA Blackout permitted; in order to keep practices
 as closely aligned as possible to the other teams in your
 division.

Regular Season
Starts earlier – will run from Dec 6 to Feb 20
  1. Longer season with more actual division games.
  2. The games removed from the Seeding Round, have been added to
     the Regular Season.
Then there is a Winter Break between Dec 23 and Jan 1
Would recommend reviewing the HCAL Important Dates
Calendar that can be found on the SWHA website under
Manager tab>Important Dates

Team Schedules
Game schedules were finalized by HCAL and are available on
their website.
Games and practices will be added to each team’s TeamSnap
calendar once the practice schedules have been completed.
Managers will have access through OneClickIce (OCI) to view
games and practices as well.
As previously mentioned, OCI is the ice scheduling software
that I use, and is considered the ‘master schedule’.
IMPORTANT: League Games can NOT be rescheduled.

Game Time!
There is a game day checklist provided on the website -
updated copy has been sent to our Webmaster to post.
The HCAL ‘Game Play Guidelines’ were previously sent out.
Game Sheets & Labels
Game sheet instructions are provided in the Manager
Guide, as well as suggested game day roster sticker labels.
The ‘HOME’ team is responsible for supplying the game
sheet.

Game Time! cont.
All teams should now have their HCAL logins.
Managers are responsible for entering the results of Home Games into the
HCAL system, including suspensions.
Suspensions
MUST be reported immediately following the game to the SWHA Director &
Assistant Director of Coaches AND your HCAL League Chair.
coaches@southwesthockey.ca
asst-coaches@southwesthockey.ca
You must look on the HCAL website to find your League Chair contact and
KEEP this handy!

Game Limits
U7, U9 and U11 have “game limitations”. Know the rules!
       ➢U7 JR (max 16)
       ➢U7 SR (max 20)
       ➢U9 (max 32)
       ➢U11 (max 45)

  Review the Rules / Regulations – Save this link:
  https://www.hockeycalgary.ca/assets/file/Operations/Regulations/2021_22_HockeyCalgary.pdf
Game totals include all seeding and regular, exhibition, tournament Minor Hockey Week and playoff
games.
The Head Coach is responsible to ensure the team does not exceed these limits, but you can help by
tracking number of games and ensuring the coach is aware.
Exceeding the max games will result in suspension of the Head Coach.

Affiliates
Sometimes a participant needs to miss a game, and the coach will want to affiliate a player. Be sure
to know the rules!
       ➢Affiliates can NOT be used to replace a suspended player
       ➢Affiliates MUST be ON the approved list. Do NOT play an affiliate until you have the
         approved list!
       ➢You will see a list of available affiliates on your Hockey Calgary Dashboard. If a name is not
         there, you can NOT use.
       ➢There are limits to how many games an affiliate can play
           o U11 to U18 = 10 games (refer to regulations for goalies)
           o U9 = 5 games

  Your HCAL League Chair MUST be informed BEFORE using an affiliate in a game.

  Review the Rules / Regulations – Save this link:
  https://www.hockeycalgary.ca/assets/file/Operations/Regulations/2021_22_HockeyCalgary.pdf

Officials
An email was sent out on OCT 14th letting teams know
that there is currently a shortage of Officials.
Please review and keep that email handy for
referencing.
There were discussions with Hockey Alberta, Central
Region and Hockey Calgary and they came up with a
plan of action for prioritizing the assigning of Officials.

Officials cont.
They will aim to have all League and Tournament games with
2 or 3 Officials.
Exhibition games (at this time), are the lowest priority.
◦ For exhibition games, there can be 1 Official scheduled.
◦ If this happens, you should be notified in advance so that your team
  can have a linesman ready (a Coach).
◦ The Coach who agrees to ‘officiate’ MUST already be on the roster for
  insurance purposes.
◦ Teams can NOT bring a fan or parent out of the stands to help officiate!
As always – Officials are to be RESPECTED!

Section 4: End of Season

Team Wrap Up
End of season team special events will of course need
to be reviewed closer to March.
Let’s keep our fingers crossed that we can get our
teams to that time period.
If your team opened a bank account, ensure ALL
financial protocols are being followed especially when it
comes to publicly raised funds!

Game Sheets & Forms
All game sheet hard copies to be submitted to the SWHA
Administrator by April 30th.
Player Medical Forms are to be shredded when your team is done.
If you don’t have a shredder:
- include the forms IN A SEALED ENVELOPE
- address as Confidential - Southwest Hockey - Administrator
- drop off at the Info Desk at Cardel Rec
Please also let Lisa know you are doing this.

Jerseys & Equipment Return
The Head Coach is responsible to return the game jerseys
and all equipment (first aid kits) that were handed out at the
start of the season.
Jerseys Parents are to return the game jerseys to the Head Coach –
WASHED AND DRIED PROPERLY!
Towards the end of the season, an Equipment Return date will be set by
our Director of Branding.

ASK Questions – Assume Nothing!
Administrator: admin@southwesthockey.ca
Ice Scheduler: ice@southwesthockey.ca
Director of Coaches: coaches@southwesthockey.ca
Assistant Director of Coaches: asst-coaches@southwesthockey.ca

F.A.Q’s
As mentioned at the start of the meeting, if we have time for questions;
we can open the Zoom call up.
We ask that you raise your hand if you have a question.
If we don’t have enough time in the call, then please send your
question(s) to: admin@southwesthockey.ca to be followed up on.
Questions and answers can be sent to the entire age division.