Walla Walla Youth Soccer Association Blue Mountain Soccer Club Manager Handbook

Walla Walla Youth Soccer Association
     Blue Mountain Soccer Club

        Manager Handbook

          http://wallawalla.bonzidev.com/

Welcome New and Returning Team Managers!

The following guide was put together for you to use as a resource
throughout the season.
Depending on whether you have a new team, a returning team, your
coach’s level of involvement, and your other team parents’ level of
involvement, you may or may not be responsible for everything contained
in this outline. In most cases, other team parents will be more than
willing to help if needed.

Thank you for volunteering your time and efforts to your team.
If you need any assistance outside of this reference, please do not
hesitate to ask.

Send any feedback on this handbook to bmscgladiators@live.com

Communication
Effective communication is probably the single most important component in managing
the team and making your role easier. As general rule, it is better to over
communicate than to leave families and players uncertain, or assume they know (they
won’t!).
Communications with Coach:
     Develop a working relationship with the coach and establish the
        responsibility areas between the two of you (e.g. schedules are the
        responsibility of the Team Manager and information about practice
        expectations will be that of the Coach)
     Develop a team philosophy, e.g. playing time, missing practices, being late for
        games, behavior expectations, possible off-season plans etc.
     Defer any coaching or game questions from parents or players to the coaching
        director
Communication with Families:
     Create and distribute a contact number list including parent and player names
        (and player #), work, home, and cell numbers, and all email addresses that
        are used by the family
     Let the team know the primary route via which information will be
        conveyed (email is by far the easiest . saves on many phone calls)and make
        sure that all parents agree to use this form of communication
     Set up a parents meeting at the beginning of each season to provide
        information regarding plans, schedules, budget, and any other business
     Ensure parents and players are informed of team philosophy
        (preferably by the coach)
     Inform on changes (ie schedules, tournaments, off-season plans etc.) as early
        as possible
     Families often have multiple children and activities and make plans
        based upon their initial schedule; limit schedule changes
     Be informative on the team budgets and accounts
     Follow-up and follow-up and follow-up more to be sure that ALL
        families receive ALL information

Seasonal Timeline

The Beginning of the Season
1. Fill out/update Risk Management Profile and ensure other team adults
have RM done and turn in RMA numbers to Club Registrar. See link
on our website
2. Contact all players once rosters are distributed. Call if you don’t hear
back via email!
3. Hand out parent/player contracts, medical release forms, concussion
compliance form (found on our website)
4. Collect forms, paperwork, and registration fees at first practice
5. Update team and player contact information
6. Conduct parent meeting to hand out paperwork and give overview of
the season and what is required from parents & players
7. Take headshots of all players and coaches for player cards
8. Get copies of parents/coaches auto insurance cards for those
planning on transporting players

During and Throughout the Season
1. Submit match results via email to your division scorekeeper
2. Fill out game sheets for each game, include envelope for home
games
3. Keep player cards and give to Referee at beginning of game. (be
sure to get them back at the end of the game!)
4. Serve as communication hub for all delays, inclement weather, and
other changes
5. Maintain constant communication with coaching staff and parents- you
are often the communication link between the two
6. Assist league officials with communicating information to your team
parents
7. Send directions to parents if your team is playing 'Away' matches

Tournaments / Festivals
1. Get parent feedback on who will or will not participate
2. Collect funds based on number of participants and total cost
3. Register for tournament (be sure to check deadlines!)
4. Make any hotel block reservations if necessary
5. Send detailed driving directions to your parents
6. Check your team in at the appropriate date/time

As the Season Ends
1. Order trophies for each team member if your team is planning to hand
them out
2. Schedule and coordinate some type of end of season celebration for
your team
3. Turn in Notebook, Player Cards, and Equipment

Team Notebook:
A team notebook contains all information necessary on practice and game
days. You may find that you would like to add something in addition to
the following list:
    Game Schedule
    Roster
    Cell phone and email contact list (distribute copies to the team)
    Dividers for each player. Keep Medical release form, concussion
      form and registration form for each player.
    Player Cards
    Game sheets and envelopes

                        Handling Dropouts
If a player drops out, paperwork must be filed with the state ASAP.
Contact the club registrar to ensure the paperwork is filed. You must turn
in the player's pass if you have it as the state requires they be turned
in when a player drops. Also, the registrar will need a signed letter from
the parents specifically stating they have chosen to drop from the team.

Walla Walla Youth Soccer Association
                         Board of Directors
President:           Scott Shields        scottyshields@gmail.com
Vice-President:      Kurt Hoffman         hoffman@whitman.edu
Secretary:           Andy Coleman         acoleman72@gmail.com
Tresurer/Director
of Fundraising:      Sara Lightfoot       saralightfoot@yahoo.com
Registrar:           Dana Bertran         bmscgladiators@live.com

                                  Resources

Walla Walla Youth Soccer Association: http://wallawalla.bonzidev.com/
Washington Youth Soccer: www.wsysa.com
District 6: www.wsysad6.org
United States Youth Soccer: www.usyouthsoccer.org