Arlington Soccer Association Travel Soccer Team Manager Manual 2015/2016 Arlington Soccer Association 5210 Wilson Blvd Arlington, VA 22205 703-527-0157 (phone) 703-527-0158 (fax) www.arlingtonsoccer.com Last updated September 2015
ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014, May 2015, August 2015 Page 1 elcome to Arlington Travel Soccer (ATS) and thank you for volunteering to manage a team. ATS recognizes that team managers play a key role in the success of our club, and we appreciate the time, energy and dedication you have committed in volunteering for this important position.
This document will serve as a guide to help you manage the team, understand procedures and administrative responsibilities and know what to expect. It is intended for new managers, and can also be used as a resource for experienced managers.
Again, thank youfor volunteering. We look forward to working with you. Please send comments, suggestions and recommended changes on this manual to Jennifer Kosko, email@example.com W
ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014, May 2015, August 2015 Page 2 ASA Travel Team Manager Manual Updates - August 2015 Updated Club Pass Rules – ODSL Rules Changes ASA Travel Team Manager Manual Updates - May 2015 Updated VYSA logo and added new Region 1 Champions league info and logo, updated new ODSL rep, staff listings, playing up policy, league game rescheduling and parent coordinator duties ASA Travel Team Manager Manual Updates - September 2014 Updated Travel Committee contacts and club league rep email addresses ASA Travel Team Manager Manual Updates - August 2014 Updated new ODSL Club pass rules – Appendix H ASA Travel Team Manager Manual Updates - June 2014 Updated Staff List and Club League Rep List.
Added new U15-U19B AGD. Updated amount of money passed on to teams for financial aid players Add information about Club paperwork now being collected online during registration process ASA Travel Team Manager Manual Updates - March 2014 ADDED: If your team practices or plays games at Fields Park please send the following to your families and opponents about parking at this field. Please send it each week to your opponent if you are hosting a game at this field: Please DO NOT park on the neighborhood streets behind (east of) the field, especially N. Burlington Street. There is plenty of parking space on George Mason and in the ATS parking lot.
There is a large lot behind the school, which can be accessed from George Mason. There is not a lot of parking on the north / east streets, given how many homes are there, so soccer parking can cause a lot of disruption.
Weather Policy Practice ADDED: Outdoor turf fields are considered CLOSED if they have snow on them. The bubble does not follow school closings. The Sports and Rec Inclement Weather line (703) 228-4715 will indicate if the bubble is open or not. Club Goal Safety Policy ADDED: Arlington Soccer Association Goal Safety and Education Policy (adopted October 2013) The Arlington Soccer Association (ASA) provides the Goal policy to inform and instruct anyone involved with soccer goals of the potential dangers posed by soccer goals and ways to ensure safe operations around goals. Please read (and have your parents read) the complete Player Safety Policy.
The document is located on the club website under the ASA Policies and Bylaws Page.
Uniforms Keeper Jerseys UPDATED: The current long sleeve Keeper Jersey is the Adidas Onore 14 Jersey in Lime and the current short-sleeve Keeper Jersey is the MLS Match jersey in Lime Practice Uniform ADDED: All players must wear shin guards to train and play in matches. ADDED: Goalkeeper practice Gear: Goalkeepers should wear the same gray and blue training gear as the field players during training, but can wear GK-specific gear for GK functional training.
ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014, May 2015, August 2015 Page 3 APPENDIX H: Club Pass & League Rules ADDED: under WAGS Restrictions If considering using players from teams that play in other leagues (non-WAGS) contact the WAGS office to determine if permission will be granted.
Table of Contents Click on title to be taken directly to section ASA Travel Team Manager Manual Updates - August 2015 . . 2 ASA Travel Team Manager Manual Updates - May 2015 . . 2 ASA Travel Team Manager Manual Updates - September 2014 . . 2 ASA Travel Team Manager Manual Updates - August 2014 . . 2 ASA Travel Team Manager Manual Updates - June 2014 . . 2 ASA Travel Team Manager Manual Updates - March 2014 . . 2 HIERARCHY OF YOUTH SOCCER . . 6 VIRGINIA YOUTH SOCCER ASSOCIATION (VYSA . . 6 Medical Insurance . . 6 “ KIDSAFE” Forms and Background Checks . . 6 ARLINGTON SOCCER ASSOCIATON (ASA .
7 ASA STAFF . . 7 ASA TRAVEL COMMITTEE . . 8 CLUB LEAGUE REPRESENTATIVES . . 9 SOCCER LEAGUES . 10 TEAM MANAGER DUTIES . 11 Where to Find Team Management Travel Soccer Information on the ASA Club Website . . 11 Communication . . 12 Game Day . . 14 League Games . . 15 Paperwork . . 15 Club Paperwork . . 15 League Paperwork . . 15 Player Safety Policies . . 16 Parent Presence Policy . . 16 Transportation Policy . . 16 Check in/Check Out Policy . . 16 Buddy System During Breaks . . 16 Medical Release Policy . . 16 Background Check Policy . . 16 Goal Movement Policy . . 16
ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014, May 2015, August 2015 Page 4 Injury Information Policy . . 16 Concussion Waiver and Return to Play Protocol (adopted July 2013 . . 16 Uniform Approach to Suspected Concussions . . 17 Arlington Soccer Association Goal Safety and Education Policy (adopted October 2013 . . 17 Program Council Meeting . . 17 Registration . . 17 VYSA Team Registration . . 17 League Registration . . 17 Scheduling . . 18 Team Meeting . . 18 TEAM PARENT COORDINATOR DUTIES . 18 FINANCIAL AID . 20 SPONSORS . 22 UNIFORMS . 22 Travel Team Uniform Kit Fall 2015-Spring 2017 .
23 Extra Uniform Kit . . 23 Goalkeeper Uniforms . . 24 Optional Uniform Items Fall 2015-Spring 2017 . . 24 Uniform Kit Modifications . . 25 Uniform Numbering . . 25 Uniforms for Players Awarded Financial Aid . . 25 Practice Uniform . . 25 Spirit Wear . . 25 FIELDS . 26 Rovers . . 26 Equipment (Nets, Flags . . 26 Fields Check (Pre-Game . . 26 Gates Locked . . 26 Grass Mowed . . 26 Lined Fields . . 26 Lights . . 26 Parks & Recreation Rules (Arlington County . . 26 Scheduling Fields . . 27 Sprinklers . . 27 Weather Policy . . 27 REFEREES . 28 TRYOUTS, TEAM FORMATION & TEAM MOVEMENT . 28 Soccer Seasonal Year .
28 Age Groups . . 29
ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014, May 2015, August 2015 Page 5 ASA Travel Soccer Playing Up Policy . . 29 Tryouts . . 29 Steps for adding additional players to your team after tryouts are completed . . 29 Rostering Reminders . . 30 Team Naming Convention . . 30 Player Movement . . 31 Player “ADDS . . 31 Player “TRANSFER” (previously rostered travel player . . 31 Player “RELEASE . . 32 Club Pass and Movement of Players for Games . . 33 TOURNAMENTS . 34 Tournament Guest Players . . 35 Tournament Guest Players – Rec Passes . . 36 VYSA STATE CUP & THE US YOUTH SOCCER .
37 NATIONAL CHAMPIONSHIP SERIES . 37 INDOOR LEAGUES, WINTER LEAGUES & FUTSAL . 38 OLYMPIC DEVELOPMENT PROGRAM (ODP . 39 APPENDIX A TIPS FOR TEAM MANAGERS . 40 APPENDIX B GAME DAY GUIDE FOR TEAM MANAGERS . 41 APPENDIX C TEAM MANAGER NOTEBOOK . 43 APPENDIX D BEGINNING OF YEAR TEAM MEETING AGENDA . 44 APPENDIX E TEAM EQUIPMENT BAG . 46 APPENDIX F DANGEROUS WEATHER . 47 APPENDIX G US YOUTH SOCCER AGE GROUP MATRIX . 48 . . 48 APPENDIX H CLUB PASS & LEAGUE RULES . 49 APPENDIX I COMMON SOCCER ACRONYMS . 53
ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014, May 2015, August 2015 Page 6 HIERARCHY OF YOUTH SOCCER VIRGINIA YOUTH SOCCER ASSOCIATION (VYSA) The Virginia Youth Soccer Association (VYSA) is a non-profit, charitable corporation devoted to promoting youth soccer in the Commonwealth of Virginia and the District of Columbia. VYSA has over 140,500 registered players. ASA is a member of VYSA. Membership in VYSA also brings with it membership in the United States Youth Soccer Association (US Youth Soccer) and US Youth Soccer’s Region 1 (Virginia-Maine). Complete information about VYSA can be found on their website http://www.vysa.com.
Please bookmark this very important site.
Medical Insurance Players registered with ASA and rostered on an ASA travel soccer team are covered by insurance via VYSA. The medical insurance is a supplement to the medical insurance that the player or his/her family may have through other sources or is primary insurance if a player’s family does not have health insurance. The insurance also covers any adult aides, such as additional assistant coach(es) and manager(s) who are listed on the official team roster. Information on the insurance program may be found on VYSA’s website HERE.
KIDSAFE” Forms and Background Checks US Youth Soccer has adopted the KIDSAFE program in order to exclude from participation in its activities all persons who have been convicted of felonies, crimes of violence or crimes against children.
Background checks are required by VYSA for all personnel (team volunteers, employees, coaches and administrators) working in VYSA clubs and leagues. The VYSA KidSafe/Risk Management Background Check policy and information regarding Risk Management can be Virginia Youth Soccer Association (VYSA) is the US Youth Soccer governing body in the state of Virginia for youth soccer players
ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014, May 2015, August 2015 Page 7 found on VYSA’s website. Team Managers will complete KidSafe thus allowing their team registrar to add them to the team rosters. ARLINGTON SOCCER ASSOCIATON (ASA) Founded in 1970, the Arlington Soccer Association (ASA) is a volunteer-based nonprofit soccer organization whose mission is to provide quality soccer programs to meet the needs of people of all abilities, backgrounds and financial means, and advocates for the advancement of soccer in Arlington and surrounding communities. ASA Structure: Twelve recreational (house) clubs, the teen recreational program, the developmental program and the travel program make up the ASA.
ATS Governance: The ASA is governed by a nine-person elected Board of Directors. Travel program policy decisions are made by the Travel Committee and the ASA Board. Operating decisions are made by the Executive Director of ASA and ASA staff. ASA STAFF Mary Bevis Assistant Rec Director firstname.lastname@example.org 703-527-7878 Oversees daily operation of Rec program, including game and practice scheduling Luis Gendive Auxiliary Programs Director email@example.com 571-216-6886 Oversees Auxiliary Programs, Travel Head Coach German Peri Director of Travel Coaching, U16-19 Age Group Director firstname.lastname@example.org 703-346-0495 Oversees all travel coaches, club liaison to CCL Mo Tayari Youth Director (U9-12) email@example.com 703-200-8068 Oversees U9-U12 Travel coaching staff, Travel Head Coach Dave Berver Program and Logistics Coordinator firstname.lastname@example.org Oversees uniform & equipment purchasing, Development program admin Jennifer Kosko Travel Administrator email@example.com 703-244-7280 Travel Registrar, Travel Financial Aid Marisol Rojas Receptionist Marisol@arlingtonsoccer.com 703-527-0157 Melyna Valdez Field Coordinator Melyna@arlingtonsoccer.com 703- 568-8054 Liaison with county on Field issues Frank Demarco Assistant Director of Coaching firstname.lastname@example.org 703-599-5233 Works with DOTC, Travel Head Coach Eddie Lima U15-U19 Boys Age Group Director email@example.com 703- 731-9815 Oversees U15-U19 Boys Travel Coaching Staff, Travel Head Coach Jawed Sanie Director of Player Development, U13-14 Age Group Director firstname.lastname@example.org 703-801-8810 Oversees Travel Camps/Clinics & U13-U14 Travel Coaching staff Justin Wilt Executive Director email@example.com 703-527-0157 Jerry Ellison Tournament and Events Director firstname.lastname@example.org 703-864-0418 Oversees the ART and ASIST Tournaments, Travel Head Coach Diane Oden Finance Manager email@example.com 703-527-0157 Budgets and all finance related matters Lizzy Stell Assistant Travel Director firstname.lastname@example.org 703-241-0309 Travel Tryouts, Travel Field Scheduling Mike Woods Developmental Program Director email@example.com 703-608-9211 Oversees Developmental soccer program, Travel Head Coach Dan Ferguson Technical Director, Rec Soccer firstname.lastname@example.org 406-407-1584 Oversees coaching, philosophies, etc for the Rec Soccer Program Jake Ouimet Director of Player Resources (Travel) email@example.com College Recruiting, Travel Head Coach Soraya Strobach Registrar firstname.lastname@example.org 703-801-7345 Rec Registration, Rec Financial Aid Nicci Wright U15-U19 Girls Age Group Director email@example.com 703 -851-2006 Oversees U15-U19 Girls Travel Coaching Staff, Travel Head Coach The following comprise the Travel Soccer Technical Staff: Director of Travel Coaching (DOTC): German Peri, firstname.lastname@example.org Assistant Director Coaching (ADOC): Frank DeMarco, email@example.com Youth Director (U9-12) Age Group Director (AGD): Mo Tayari, firstname.lastname@example.org U13-14 Age Group Director (AGD): Jawed Sanie, email@example.com
ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014, May 2015, August 2015 Page 8 U15-19 Age Group Director (AGD), BOYS: Eddie Lima, firstname.lastname@example.org U15-19 Age Group Director (AGD), GIRLS: Nicci Wright, email@example.com ASA TRAVEL COMMITTEE ASA Travel Committee members are current parents of travel soccer players in the club. The Travel Committee is responsible for (among other tasks and duties):
Ensuring that the business of the Travel Program is conducted in accordance with established rules, guidelines, and policies of the ASA and ATSP.
Maintaining current and establishing new rules, policies, and guidelines for the effective management and operations of the Travel Program.
Responding to Travel Program Team Manager or Travel Program Parent inquiries on an as needed basis.
The current Travel Committee members are: Chairman: Paul Bobeczko, firstname.lastname@example.org U9-U12 Commissioner: Craig Montgomery, U9_U12AGC@arlingtonsoccer.com U13-U14 Commissioner: Drew Dietrich U13_U14AGC@arlingtonsoccer.com U15-U19 GIRLS Commissioner: Sean Hamilton, U15_U18GirlsAGC@arlingtonsoccer.com U15-U19 BOYS Commissioner: Chris Bannon, U15_U18BoysAGC@arlingtonsoccer.com Secretary: Mark Hurley Finance Sub-Committee Chair: Marc Garufi Non-Voting Members CCL Club Reps: Errin Matechak, email@example.com NCSL Club Rep: Maureen Dalbec, NCSLrep@arlingtonsoccer.com ODSL Club Rep: Reg Leichty, ODSLrep@arlingtonsoccer.com WAGS Club Rep: Kurt Schaubach, firstname.lastname@example.org The Travel Committee meets the Third Wednesday of each.
The Agenda for the next meeting will be published when available (usually one week prior to the next Board meeting). The ASA Travel Committee will be publishing approved Meeting Minutes on the club website Elections for open Travel Committee positions are held at the August Program Council Meeting. Club travel parents are encouraged to consider volunteering to work on the Travel Committee.
Additional Details about the Travel Committee can be found in the Travel Program Charter (Rev. Sept 2013) HERE. The responsibilities of the Travel Committee include: Chairman Supervise and direct the governance function and business affairs of the ATS. Preside over Travel Committee and Program Council Meetings. Serve as Chairperson of the Executive Subcommittee of the Travel Committee. Lead and direct the work of the Nominating Subcommittee. Lead the ATSP Subcommittees in organizing and developing proposals for ATSP rules and policies. Serve as a standing Director on the ASA Board and exercise the vote of the Travel Committee in any meeting or vote of the ASA membership.
Represent ATSP in meetings with county, ASA, and other organizations. Serve as spokesperson for the needs and interests of the Travel Program and serve as a conduit of communications to and from the Travel Program community.
Vice Chairman Assist the Chairperson in the execution of his / her duties. In the absence of the Travel Committee Chairperson, serve as Chairperson at Program Council Meetings and Travel Committee Meetings.
ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014, May 2015, August 2015 Page 9 Age Group Commissioners Assist the Chairperson in developing proposals for rules and policies to govern Travel Teams. Serve as CoChairpersons of the Rules and Discipline Subcommittee. Lead the Rules and Discipline Subcommittee in organizing and developing proposals for ATSP rules and policies.
Ensure that all teams are aware of and in compliance with all applicable ASA, ATSP, and league policies. Facilitate communication between teams and Travel Program management, serving as a resource for ongoing team management / operations issues. Assist with the coordination of team formation and the development of age-group interaction and coordination. Help resolve disputes within and between teams. Secretary Assist the Chairperson in the efficient management of all Travel Committee Meetings. Serve as Chairperson of the Communications Subcommittee and serve as a standing member of the ASA Communications and Outreach Committee.
Lead the Communications Subcommittee in organizing and developing proposals for ATSP rules and policies. Distribute monthly Travel Committee agendas. Record, distribute, and store Travel Committee and Membership Meeting minutes. Maintain master records of Travel Committee governance and operational documents and policies. Maintain list of member teams in good standing. Administer and provide for tabulation of all balloting and recorded voting.
Finance Sub-Committee Chairperson Assist the ASA and champion the ATSP by overseeing and guiding the annual ATSP budgeting process and setting of ATSP player fees. Serve as the Chairperson of the ATSP Finance Subcommittee and serve as a standing member of the ASA Finance Committee. Lead the Finance Subcommittee in organizing and developing proposals for ATSP rules and policies. Through the work of leading the ATSP Finance Subcommittee, contribute to the sound and transparent management of the Club. Make monthly reports on ATSP finances to the Travel Committee and to the Membership at the Fall and Spring Program Council Meetings Members-at-Large Perform such duties and functions as shall be assigned by the Chairperson of the Travel Committee.
CCL, NCSL, WAGS, and ODSL League Club Representatives Serve as principal liaison for ATSP on respective league boards. Assist the ASA Staff in ensuring administrative requirements are met for obtaining permission to play and registering ATSP teams. Assist the ASA Staff in serving as a liaison between team managers and respective registrars for team registration and roster changes. Communicate league policies, rules and procedures to Team Managers. Train new Team Managers in preparation of documents and other administrative tasks required by the league. Serve as the main point of contact to leagues in such areas as communicating multiple team coaching schedules, and other special issues.
League Representatives are non-voting Travel Committee Officers.
CLUB LEAGUE REPRESENTATIVES Club League representatives are ASA travel soccer parents who have children playing in the league they represent. The club league reps work with the ASA Staff in ensuring administrative requirements are met for obtaining permission to play and registering ATS teams. League reps will also communicate league policies, rules and procedures to travel Team Managers in addition to training new Team Managers in preparation of documents and other administrative tasks required by the league. Club League reps attend league meetings representing ASA. Club League reps will also distribute any league materials to travel teams.
Current Club representatives are: CCL Club Reps: Errin Matechak, email@example.com NCSL Club Rep: Maureen Dalbec, NCSLrep@arlingtonsoccer.com
ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014, May 2015, August 2015 Page 10 ODSL Club Rep: Reg Leichty, ODSLrep@arlingtonsoccer.com WAGS Club Rep: Kurt Schaubach, firstname.lastname@example.org SOCCER LEAGUES Arlington Travel Soccer teams participate in the following leagues: Club Champions League (CCL) http://www.clubchampionsleague.com/ CCL provides play for boys and girls team ages U9 to U19.
The member clubs of CCL are: Arlington, Beach FC, Braddock Road, DC Stoddert, Fredericksburg Football Club (FASA), FC Frederick, FC Richmond, Lee-Mt Vernon, Loudoun Soccer, Maryland United FC, McLean, Potomac Soccer, Roanoke Star, Soccer Organization of CharlottesvilleAlbemarle (SOCA), Southwestern Youth Association (SYA) and Virginia Legacy. National Capital Soccer League (NCSL) www.ncsl-soccer.com NCSL provides play for boys’ teams ages U9 to U19. Participating clubs range from Baltimore and Frederick to Loudon County and Stafford. NCSL fields up to 60 teams per age group divided into six divisions (and maintains a waiting list for additional teams).
National League www.usyouthsoccer.org/national_league/ The National League is an extension of the highly successful US Youth Soccer Regional Leagues. The National League provides an avenue for teams to play in meaningful matches against top competition from across the country for continued development. Teams that earn their spot in the National League have a proved track record of success in US Youth Soccer Regional and National competition and are among the nation’s best. Old Dominion Soccer League (ODSL) www.odsl.org ODSL provides play for boys and girls ages U9 to U19. ODSL plays in northern Virginia, as far out as Stafford, Culpepper and Winchester.
Region 1 Leagues Champions League (RCL) http://www.region1.com/clubsite/?p=9317 The RCL is available to those teams within the 15 State Associations of Region I. The competition is designed to allow the very best teams in Region I to play each other in a league format. Washington Area Girls League (WAGS) www.wagsl.com The WAGS league provides play for girls’ teams ages U9 to U19. Participating clubs range from Baltimore and Frederick to Loudon County and Stafford.
ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014, May 2015, August 2015 Page 11 TEAM MANAGER DUTIES Coaches are responsible for player selection, coaching players at practices and games, decisions about playing time, on-field decisions including playing style and positions, the conduct of practices, changes to team rosters, appropriate level of competition and any necessary disciplinary action.
In conjunction with technical staff coaches may assist in the selection of tournaments. Team Parents handle most administrative tasks related to running a travel team such as team and league registration, dissemination of information, financing, logistics of team competition and activities, ordering uniforms and equipment, team fundraising and social events. A list of Tips for Team Managers is included in Appendix A. Where to Find Team Management Travel Soccer Information on the ASA Club Website The ASA Club website can be found at www.arlingtonsoccer.com. Travel Soccer News can be found under the “Travel Soccer” menu item.
Team Managers and other Parent Volunteers now have one stop shopping when looking for resources to manage their team. Under the “Travel Soccer” menu then under “Team Management” travel team volunteers will be able to locate information, paperwork and forms required in managing a travel team.
ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014, May 2015, August 2015 Page 12 Communication As a team manager, you’ll be organizing a variety of information, and events. You’ll likely be the backbone of team communication, letting folks know what to expect and answering questions.
Each team has unique circumstances. Managers will be able to determine a path to effectively organize and communicate that suits their style, individual team circumstances and manner of coach involvement.
Team Managers should maintain a roster with home, work, cell phone numbers and e-mail addresses for parents and players. Distribute this list to all team families. Most teams do the majority of their communications through e-mail, but you must also ensure communication for families who do not have e-mail accounts. Tip: Keep of copy of this team contact list at work, in your car glove-compartment, in your team manager notebook and on your computer so you can access the information from multiple locations.
Communication from the Club With over 9,000 soccer families in the club each year the club communicates exclusively via email.
In addition to specific correspondence sent from ASA Staff during the year there are two additional methods the club utilizes to communicate. Be sure and not to “OPT OUT” receiving these very important newsletters. OFF THE POST Club Newsletter Approximately twice a month, weekly during the soccer season, a club newsletter is emailed to all club families. OFF THE POST contains timely information on current club news, events and special offers from our club sponsors. Travel Soccer Team Manager Newsletter Once a month a newsletter is sent to all travel team managers. The newsletter contains information for travel team managers along with information travel team managers should pass on to their team families.
Please feel free to cut and paste articles from the Team Manager Newsletter into your weekly team correspondence.
Communication to the Team The Manager is the central communication “hub” for information going to parents and players about all aspects of travel team activities. The manager should check email regularly, and forward any important messages from ASA and the travel leagues as indicated. Most coaches use the manager to transmit all material other than specific player evaluations to the team. It works best if all coaching communications are sent by the coach to the manager and then onto the team, since the manager can then archive these messages, troubleshoot with the coach if there are errors or problems in the email regarding schedules or other issues, and ensure that the communications from the coach gets to the correct contact email address for each player and family.
Often in the younger age groups (U9-U12) the team managers’ bcc the other age group team managers to keep them informed. If a family is not keeping up with team emails or does not have an email address please set up an alternative means of communication (i.e. print out email sent to team and give to player/parents at the next team practice). Weather and other factors can close a field or cancel a practice on short notice. Tournament plans can change while a team is on the road. To ensure your team families can receive these updates from you and the coach the following methods should be in place:
ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014, May 2015, August 2015 Page 13 Team Hotline – Each team will be given access to two team hotline services. The first service is called DIAL MY CALLS which allows team managers to record a message and have the service auto dial your team and provide a voice message. The second service is called GROUP ME and provide teams with the option to send important TXT message to their team. At the beginning of each season the club will provide team managers with set-up and log in information and instructions. Coach, Team Manager and Team Manager back - up should all have access codes to both services and know how to send your team a message.
TIP - program log in codes into your cell phone, keep a copy of log in codes in your team manager notebook, at work, in your wallet, your glove compartment, etc.
Team Email List - Coach, Team Manager and Team Manager back-up should have the team email address list and be able to send emails to team parents/players with last minute notices. Team Website – teams can post last minute changes on their team website. Include date and time of posting so families are aware of the timing of the message. It is important that notices of cancelled practices/games/team events be communicated as quickly as possible and is as many ways as possible. Please send an email and a hotline message at the minimum. Communication from the Team As much as possible, all administrative issues and problems should be brought to the manager for action and resolution.
Communications about individual player performance or physical/emotional issues should go directly to the coach, but notification of players missing practices and games generally should be communicated both to the manager and to the coach via email/TXT.
Communication with Local Travel Leagues (CCL, NCSL, ODSL, WAGS) Absolutely all communications must go to the league via the League Club Representatives and not directly from an individual travel manager or parent. THIS IS AN ABSOLUTE RULE, and breaking it will result in being ignored by the league, and worse undermining the club’s standing with the leagues. PLEASE NOTIFY YOUR TEAM PARENTS AND PLAYERS THAT THEY MAY NOT CONTACT THE LEAGUE DIRECTLY. The only exceptions are specific requests from the league for score reporting from the manager after each game to the division coordinator; and completion of all the on-line forms such as scheduling requests and team contacts.
To access the required portions of the league websites for entering team information and requests, each team manager needs the league team number and PIN. These are distributed by the League Club Reps each season, or can be obtained by contacting the League Club Rep.
Communication with VYSA Questions about rostering or with the VYSA registration database should first be directed to the ASA Travel Soccer Administrator. DO NOT COMMUNICATE DIRECTLY WITH VYSA. Going directly to VYSA is likely to be ignored by them and most questions can be answered by the club’s Travel Soccer Administrator. Our club state assigned VYSA Registrar may also be able to help, but please funnel questions through the Travel Soccer Administrator instead of directly to the VYSA registrar.
Communication with the Club Coach Questions/Concerns Serious problems or concerns with the coach, regarding any inappropriate or abusive behavior, lack of responsibility regarding attendance at games and practices, or inability to perform as specified in the coaching contract MUST be communicated to the team’s Age Group Directory (AGD) promptly, preferably via the manager (managers can forward an email from the parent to the AGD).
Team Questions/Concerns/Issues The following technical structure is in place for ASA’s Travel Program: Director of Travel Coaching (DOTC): German Peri, email@example.com Assistant Director of Coaching (ADOC): Frank DeMarco, firstname.lastname@example.org
ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014, May 2015, August 2015 Page 14 Youth Director (U9-12) Age Group Director (AGD): Mo Tayari, email@example.com U13-14 Age Group Director: Jawed Sanie, firstname.lastname@example.org U15-19 BOYS Age Group Director: Eddie Lima, email@example.com U15-19 GIRLS Age Group Director: Nicci Wright, firstname.lastname@example.org This structure will improve the consistency of service across the various age groups. Under the respective Age Group Directors (AGDs), each age group will benefit from better resource allocation, a consistent curriculum and more fluid communications.
One of the benefits noted above relates to communications, and we want to describe what the proper communication process is under this structure. ASA’s Travel families place a premium on improved communications. In order to get quality and timely communication in the event that you, your player or a member has a technical or administrative issue or concern, you must follow the process noted below. First Step: Ask the Coach (technical issues) and/or the Team Manager (administrative issues). Often this is the fastest way to get issues taken care of.
Note - If the coach in question is also the Age Group Director (AGD) for the group, contact the coach directly, first, then contact the DOTC if need be about your concern.
First Level of Escalation: Next, if you need to go further, contact the Age Group Director (AGD) for your age group. Youth Director (U9-U12): Mo Tayari, email@example.com U13-14 Age Group Director: Jawed Sanie, firstname.lastname@example.org U15-19 BOYS Age Group Director: Eddie Lima, email@example.com U15-19 GIRLS Age Group Director: Nicci Wright, firstname.lastname@example.org Second Level of Escalation: Additionally, you may contact the appropriate Age Group Commissioner (AGC) to help provide a voice. The AGCs are members of the Travel Committee, and they are here to help facilitate communication between players and parents and the Travel technical staff.
The AGCs are: U9-U12 Commissioner: Craig Montgomery, U9_U12AGC@arlingtonsoccer.com U13-U14 Commissioner: Amy Westhoff , U13_U14AGC@arlingtonsoccer.com U15-U19 GIRLS Commissioner: Sean Hamilton, U15_U18GirlsAGC@arlingtonsoccer.com U15-U19 BOYS Commissioner: Chris Bannon, U15_U18BoysAGC@arlingtonsoccer.com Third Level of Escalation: Assistant Director of Coaching (ADOC), Frank DeMarco, email@example.com. If your issue is not satisfactorily dealt with using the previous options, please contact the ADOC and explain the issue and the previous attempts at resolution. Fourth Level of Escalation: If none of the previous steps yields a result, contact the Director of Travel Coaching (DOTC) directly (but please try the other steps first!) German Peri, firstname.lastname@example.org Fifth Level of Escalation: If all else fails, contact ASA’s Executive Director, Justin Wilt, at email@example.com.
Please help ASA staff serve you better by adhering to this process. We are confident that your questions will be more swiftly answered, and to your greater satisfaction, if the process listed above is followed. Game Day Please check your league rules for specific instructions on the following topics. Details vary from league to league. Prior to Game Day (League Games) The home team manager must call/email the opponent’s manager at least 72 hours before the game. Clarify directions to the field, confirm game time, and establish jersey colors (the home team must change jerseys if there
ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014, May 2015, August 2015 Page 15 is a color conflict).
For away games, if the opposing coach or manager has not called by 48 hours before game time, call or email them. Make sure to confirm directions and jersey colors. Prepare Game Report Card Game Report Cards are handled differently by each league. Some leagues distribute hard copy game reports to teams other leagues require teams to print out game reports on-line. Consult your league rules for specific instructions.
Team Check-in Most leagues, tournaments and state cup play require referees to check in the team prior to the start of the game. The team manager works with the referees to accomplish this task. ASA has developed a tip sheet to assist team manager in understanding their duties during check-in. The Game Day Guide for Team Managers can be found in Appendix B. Team Manager Notebook Team Managers will need to carry their Team Manager notebook with them to each and every game (league and tournament) as rosters, player passes and league rules are required to be at the field during most league and tournament games.
ASA has created a list of items every team manager should have in their notebook. Appendix C contains this list.
League Games Team Managers will provide schedule information to all team members. The league schedule and field directions are available on-line at each league’s website (or in the case of CCL on the club website). Go to your team’s page on the league web site to find schedule and field directions in one place. The schedule is available about a week before the start of each season (CCL is the exception). Make copies and distribute them to players. Double check “away” field directions with the opposing coach or manager – the on-line field directions can sometimes be inaccurate or outdated. Managers usually distribute field directions to players/parents at the start of each season, and send them by email before each away game.
Paperwork Team Managers will work with their team registrar and determine who will collect the paperwork listed below. The club has developed two checklists to assist in this process. Both the Beginning of Year Checklist for Travel Players and the Beginning of Year Checklist for Travel Coaching Staff, Team Managers and Team Aides are located on the Team Management page of the club website. Club Paperwork ASA Code of Conduct, Commitment Letter and Concussion Waiver are part of the on-line travel registration process. Teams will NOT need to collect these items and turn them in to the club. Medical Releases Collect a signed medical release for each player.
Medical Releases do NOT need to be notarized for local league play but might need to be for tournament play. The Medical release form can be found on the club website HERE. Teams should have these medical release forms at all practices & games in case of a medical emergency. Coaches must keep copies of medical release forms at all practices according to ASA Player Safety Policies. One idea is to keep the notarized forms in the team manager notebook, but make copies of all forms for the coach to keep at all times.
League Paperwork League Code of Conduct Collect signed league Codes of Conduct from your coach, players and parents if your leagues require. League Codes of Conduct are posted on the league’s website. These signed League Codes of Conduct are kept in the Team Managers Files. In the unlikely event your team is called to appear before their league Rules and Discipline Committee for an incident involving a team member/parent/coach the team can verify that all these individuals read and signed the league Code of Conduct prior to the start of the season.
ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014, May 2015, August 2015 Page 16 Player Safety Policies Team Managers will work with team families to comply with club’s Player Safety Policies.
These policies must be shared with your team families. Below is an abbreviated description of items contained in the Player Safety Policies. Please read (and have your parents read) the complete Player Safety Policy. The document (in English and Spanish) is located on the club website under the Travel Policies and Form page.
Parent Presence Policy ASA expects all teams to put together a Parent Volunteer schedule at the beginning of each season. The Parent Volunteer can be the same person for the whole season or a rotation of all or several parents. The Parent Volunteer will remain on the sideline or in an area adjacent to where the practice or event is being conducted. Teams can use free online sites such as SIGN UP GENIUS (to set up a schedule. Transportation Policy Staff (which includes coaches) are NOT to give players rides to or from ASA Events; Volunteer coaches should get written permission.
Check in/Check Out Policy ASA requires that specific check-in and check-out processes are implemented for every ASA activity.
Coaches, team managers and team parents should work together to develop workable processes. Buddy System During Breaks A Buddy System should be used for bathroom breaks. At no time should a coach or an assistant coach accompany an individual player to bathroom facilities. The exception is when the assistant coach is also a player’s parent, and is serving as the designated Parent Volunteer for that activity. Medical Release Policy Copies of Medical Releases must be at all practices/game. In case of any emergency when the parents are not present, the medical release may be presented as proof of authorization to provide emergency medical and/or transportation services for the players listed.
Copies of medical release forms can be placed in a page protector and given to the coach to keep in their equipment bag (provided this bag is brought to all practices). Background Check Policy VYSA requires all ASA Staff, volunteer coaches and other team volunteers (team manager, team register) to undergo background checks (“Kidsafe” checks).
Goal Movement Policy ASA players should NOT move soccer goals. Players should NOT be asked to help adults move goals. Injury Information Policy Parents or guardians of ASA players must inform in writing the player’s coach if the player is injured (beyond minor injuries like scrapes or bruises) during any ASA game, practice, or other event. It is up to the parent or guardian to notify the coach when the injured player has been medically cleared to resume participating in the ASA activity and whether there are any restrictions on such participation. In the event of serious injuries (to include breaks/fractures, muscle/ligament/cartilage tears (including partial tears), head injuries (including concussions), anything requiring surgery, or any illness that requires doctor’s release to play), a note from the doctor must be presented to the coach (by the player’s parent) specifically clearing that player’s return to action.
NEW in FALL 2013 Due to the serious nature of any head injury/concussion, medical clearance from a doctor/neurological specialist who is properly trained and experienced in diagnosing and treating these injuries is required for return to play. An exception to this is for high school athletes who have been cleared to return to play by their high school’s athletic trainer.
Concussion Waiver and Return to Play Protocol (adopted July 2013) A concussion is a traumatic brain injury and the effects and implications of any such injury are severe. ASA requires all families to read and agree to the Concussion waiver when registering their player with the club. The complete concussion waiver can be found here in English/Español and the Return to Play Protocol here in English/Español
ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014, May 2015, August 2015 Page 17 Uniform Approach to Suspected Concussions (adopted April 2015) The document is located on the club website under the ASA Policies and Bylaws Page.
Arlington Soccer Association Goal Safety and Education Policy (adopted October 2013) The Arlington Soccer Association (ASA) provides the Goal policy to inform and instruct anyone involved with soccer goals of the potential dangers posed by soccer goals and ways to ensure safe operations around goals. Please read (and have your parents read) the complete Player Safety Policy. The document is located on the club website under the ASA Policies and Bylaws Page.
Program Council Meeting The current Travel Program Charter states, Each Team shall collaboratively designate an individual to serve as the Team Manager, who will be responsible for representing the Team as a Member of Travel Program. The Team Managers shall, together, form the Travel Program Council. The Arlington Travel Soccer Program shall hold two Program Council Meetings each year. One regular meeting shall be held prior to the start of the spring season. The other regular meeting shall be held prior to the start of the fall season. Team Managers, or other designated Team representatives, are expected to attend Program Council Meetings.
Program Council Meetings are open to all interested parties. Any interested party desiring to address the Program Council must submit a written request five (5) business days in advance of the Program Council Meeting. Such requests must be addressed to the Travel Committee Chairperson with a copy to the Travel Committee Secretary and may be delivered via letter mail or email. Special Program Council Meetings can be convened per the Travel Program Charter. Additional details regarding the Program Council can be found in the Travel Program Charter HERE.
Registration VYSA Team Registration Background checks are required by VYSA for all personnel (team volunteers, employees, coaches and administrators) working in VYSA clubs and league. The VYSA KidSafe/Risk Management Background Check policy and information regarding Risk Management can be found on VYSA’s website. Team Managers and team registrars will complete KidSafe thus allowing their names to be placed on the team roster. After tryouts are complete team registrars are sent information by the club/VYSA on how to register/enter their team in the VYSA database for the upcoming year. Once this step is complete team registrars can begin to input players, coaches and team official’s names on the team roster.
Your team registrar should attend the VYSA Database training session held in early July each year to be trained in the workings of the VYSA database and the roster approval process.
Rosters and player passes are due to the Travel Soccer Administrator by late July or early August to be then forwarded to VYSA for approval. Team Registrars and Managers will be sent roster submission deadline dates in early July. Team Managers should work closely with the team registrars to ensure rosters & passes on submitted on time for approval. In addition paperwork such as codes of conduct, club commitment letters and medical releases will need to be collected. Work with your team registrar to come up with a game plan on who collects which paperwork. The following checklists are posted on the Team Management page of the website and will assist you and your team registrar in collecting needed items to be rosters.
2015-2016 Beginning of Year Checklist for Travel Players 2015-2016 Beginning of Year Checklist for Travel Coaching Staff, Managers and Aids League Registration The application and payment for season league play is due several months in advance of the start of the season. . League fees are covered by player’s club fees*. ASA will make the payment to the leagues to cover the team’s application fee.* *Teams playing in two leagues at the same time (i.e. CCL/Region 1 League) are responsible for paying their Region 1 or National leagues fee from their team account.
ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014, May 2015, August 2015 Page 18 Club league representatives will email league specific information and forms (i.e., Division Structure Request, Scheduling Request, High School Sit Out) to team managers.
Some of these forms can now be completed online. Complete the necessary forms and submit BY THE DEADLINE to your ASA Club League Representative. In addition some leagues require teams to update their team page on the league website by adding a club logo and coach/team manager contact information. When updating your team page on a league website please be sure and use the ASA club logo. Team uniform colors should be listed as follows: Home Uniform Color: Royal Blue Jersey/Royal Blue Shorts with white trim Away Uniform Color: White Jersey/White Shorts Scheduling Team Managers in conjunction with their coaches will provide ATS with practice field/time requests about six weeks before the start of each season (teams will receive an e-mail soliciting requests).
Team Managers will also provide team parents with schedules for practices, scrimmages, games, tournaments, parent meetings, team photos, team outings, social events, etc.
Team Meeting Starting in late June after tryouts conclude and again several times throughout the year a team should hold a team meeting. Coaches will kick off the first yearly team meeting in late June once the team has been set for the year. Going forward for future team meetings the coach and team manager will work together to create a team meeting agenda. At least one parent should be at the team meeting to represent the family. Older teams often include the players at the team meeting so they understand and are part of team expectations and decisions.
A team meeting agenda should be circulated prior to the meeting.
During the meeting appoint a parent to take notes and then email all families a copy of the meeting minutes. This ensures that all information discussed at a team meeting is shared with all parents. If a new player joins your team later in the year you can share these team meeting minutes with the family to catch them up on your team plans. Location Many teams meet in the home of a team family. Others through work or personal connections meet in work or church facilities. Team Meetings can also be held at an Arlington County Community Center meeting room. To reserve a community center room please contact the ASA Assistant Travel Director (Lizzy Stell).
Agenda A suggested agenda for a team’s beginning of the year team meeting is included in Appendix D TEAM PARENT COORDINATOR DUTIES Travel teams are responsible for the organization and management of their team (while following and operating within club, league, state and US Youth Soccer policies and procedures). Think of your travel team as a business organization that has established goals and philosophies, a defined budget and parents/players who work to handle the financial, operational and organizational needs of the team (business). Every parent/family on a team must participate in the running of the team.
There are team duties that are small and large, complex and simple, one time and recurring. Specific duties can be handled by one person or shared among two or more parents. The most crucial skill for a manager is delegation of tasks to other parents. The scope of managerial tasks is too broad for most managers to undertake alone. In addition, all parents should understand and appreciate the effort required to run a travel team. People tend to support what they help to create, and parents who have team responsibilities will be more supportive of the team than uninvolved parents. The tasks explained below can be performed by the manager or delegated to other parents BUT the club strongly urges team managers to delegate duties! Every parent/family on a team should be tasked with a team duty.
Duties listed below can also be shared by more than one parent.