JUNIOR CLUB ADMINISTRATOR HANDBOOK - Football West
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Contents Junior Club Administrator Role 3 Junior Football Overview 3 SportsTG 4 Registrations 4 Play Football 4 Junior Community Football 5 13s to 15s 6 16s and 18s 7 Junior Girls League 7 Junior and Girls Cup 8 Finals 9 Top Four Finals 9 Hosting Top Four Finals 9 Junior and Girls Cup Final 10 MiniRoos and 12s 11 MiniRoos Clusters 11 How to set up your Cluster pitches 11 8s and 9s 12 How to set up your 8s and 9s pitches 12 10s – 12s 13 How to set up your 10s - 12s pitches 13 Other Variations of Pitches for Small Sided Games 14 Game Leaders 14 Team Nomination and Allocations 15 Team Change Requests 15 General Competition Information 16 Fixtures 16 Player Registration Cards 16 Match Results 17
Complaints 17 Play Exemptions 17 Match Cards 18 Disciplinary and Grievance 19 Rule Breaches 19 Suspensions 19 Red Card 19 Yellow Card 19 Tribunal 19 Referees 20 How Does Football West Appoint Referees? 20 What is the role of a referee? 20 Club Referee 21 Competition Rules 22 Listed Players 22 Proof of registration 22 Top Four Cup Eligibility 23 Cup Eligibility 23 Frequently asked questions 24 Notes 26
JUNIOR CLUB ADMINISTRATOR ROLE The aim of this handbook is to help junior club administration navigate their way through all aspects of junior football within Football West. It will go through the different ages and levels of junior football outside of the NPL, how to enter teams, make requests for current teams, and other various administrative aspects. The club administrator’s role is to be the main point of contact for all junior matters within your club. This includes sending any fixture changes, complaints, processing team entries, and retuning forms requested by Football West amongst other things. This handbook will provide a good resource as well as provide assistance when bringing in other club administrators to assist in junior matters. JUNIOR FOOTBALL OVERVIEW There are three main levels of junior football within the Football West competitions: NPL WA, MiniRoos and Community. This handbook will focus on MiniRoos and Community Junior Football. MiniRoos and Small Sided Football MiniRoos is a national based small sided football program outlined by Football Federation Australia (FFA). The ages of the children within MiniRoos can be from four up to 12. Community Junior Football Community junior football consists of both a mixed and girls league for ages 13 to 18. 3
COMMUNITY JUNIOR FOOTBALL SPORTSTG SportsTG is the program that FFA has employed for all member federations across Australia to administer all fixtures, match results and it also powers Football West’s website. Within SportsTG there are different levels of access that Football West can approve for clubs. These are outlined below; • Club Administrators – Full Access o Ability to access all team nomination information within their club o Enter match results o Enter player information (i.e goal scorers) o Update club information • Manager – Restricted Access o Club administrators with full access can allow managers to have restricted access only to their relevant team o Manager can enter match results o Add player stats (only if approved by the club administrator) For further information on SportsTG you can view the SportsTG Club Administrators Book at www.sportstg.com.au. REGISTRATIONS PLAY FOOTBALL Play Football (formally known as MyFootballClub) is the website that is used for registrations for referees, players or coaches. Club administrators will use this site to set up fee packages that players will register to. Whether the person is a first timer or a returning player, they must register to the relevant club on Play Football each year. Most clubs will have a dedicated registrar and the club will appoint approved members to access their registration portal. However, as the dedicated junior representative it is important that you are aware of the guidelines around registrations to ensure you can communicate effectively with your coaches, managers, parents and players. 4
COMMUNITY JUNIOR FOOTBALL Prior to the season starting ensure that the registrar has provided either yourself or the managers a copy of their team’s registration information. This can be done by running a report in MyFootballClub and emailing a PDF version to the team managers. It is a competition rule that if asked, a team manager must be able to provide their players’ registration information. It is also important to ensure that all players (not required for 6s – 12s) have a photo on their registration profile. 5
COMMUNITY JUNIOR FOOTBALL Community Junior Football 13S TO 15S Divisions in the 13, 14 and 15 age groups are broken down into three parts: Metropolitan League, North League and South League. Metropolitan League The Metropolitan League is the highest standard of junior football outside of the NPLWA Juniors. This consists of three divisions involving teams from across the Perth metropolitan area. Teams in this league can be as far south as Australind and as far north as Yanchep. North League South League Teams in this league are from the Teams in this league are from the northern suburbs of Perth only. The southern suburbs of Perth only. The number of divisions within the north number of divisions within the south league depends on how many teams are league depends on how many teams are entered by clubs. entered by clubs. The below graphic is an example of what the divisions may look like; the north and south divisions can change in each age group depending on how many teams club enter into these competitions. METROPOLITAN NORTH SOUTH LEAGUE LEAGUE LEAGUE Division 1 North Division 1 South Division 1 Division 2 North Division 2 South Division 2 Division 3 North Division 3 South Division 3 North Division 4 South Division 4 6
COMMUNITY JUNIOR FOOTBALL 16S AND 18S There is no separation by north and south in the 16s and 18s age groups. The number of divisions within these age groups will depend on how many teams have been entered into the competition by the clubs each year. Division 1 Division 2 Division 3 Division 4 Divison 5 Division 6 JUNIOR GIRLS LEAGUE The Junior Girls League will consist of 14, 16, and 18 age groups. The number of divisions in each age group will depend on how many teams have been entered into that age group. The Girls League is not separated by north and south and therefore clubs from all parts of Perth will be able to play against each other. 7
COMMUNITY JUNIOR FOOTBALL JUNIOR AND GIRLS CUP The Junior Cup is a competition that runs during the regular season. The cup competition is played on Saturday while the regular season competition is played on Sunday. It is compulsory for NPLWA, junior and girls leagues division one teams to compete. However for all other divisions, clubs have the choice if they would like to compete. This can be done by returning a Junior Cup expression of interest form that Football West will send to clubs. The Cup fixtures are drawn out by Football West and uploaded onto the fixtures. You can see all the scheduled dates for the cup draw on the season calendar. Football West will email clubs as soon as each round has been drawn and fixtures are ready to be released on the website. It is important to note that players may only play for ONE team throughout the Cup. If a player plays regularly for their 13s division one team in the regular season, but plays for the clubs 13 division three team in a preliminary cup game, that player is “Cup Tied” to the 13 division three team for the remainder of the Cup. If that player is proven to have played for another team during the Cup competition, the game he/she played in will be deemed a forfeit and the team removed from the Cup competition. 8
COMMUNITY JUNIOR FOOTBALL FINALS There are two types of final series: the Top Four Finals and the Junior Cup Finals. TOP FOUR FINALS In both the junior and girls league there will be a Top Four Finals series whereby the top four teams from each group play each other. The Top Four Final series begins with two semi- finals in each age group and finishes with one final in each age group. The format of the semi-finals is as follows: 1st place will play 4th place and 2nd place will play 3rd place. To qualify for the Top Four Finals, all players must have played 75% of matches from June 30 with their current team. It is the responsibility of each team and/or manager to keep a record of the matches played by each player to ensure they meet this criterion. If a player within a team has not played 75% of games due to an injury or has been absent through travel, the club will be able to apply for an exemption through Football West. To apply for an exemption the player must be able to prove that he or she was away or injured by providing relevant documentation. (Finals exemption forms can be found on footballwest.com.au) It is important to note that if it is proved that a player has played or has been listed on a match card without having played 75% of matches from June 30, the game will be deemed a forfeit. Hosting Top Four Finals Clubs are encouraged to apply to host Top Four Semi Final and Final, this can be done via an online submission form that Football West will send to clubs. Helpful Hints • Ask your team managers to take a photo of their match card each round to help keep track of their players and how many games they have played. • If a team needs an exemption for medical purposes please send in the documentation as soon as possible to ensure that the exemption can be granted with plenty of notice. 9
COMMUNITY JUNIOR FOOTBALL JUNIOR AND GIRLS CUP FINAL The Junior and Girls Cup final are held on separate weekends (please refer to season calendar for dates). Clubs are encouraged to apply to host the Cup Final, this can be done through an online submission form that Football West will send to clubs. It is important to ensure that team managers are aware of the rules surrounding the junior cup and do not list a cup-tied player. If they do is the game will be forfeited. This includes a semi-final or final, it is not ideal to have a semi-final or final forfeited for playing eligible players. 10
MINIROOS AND 12s MINIROOS AND 12S The MiniRoos and 12s begin at five years old and continue through to 12 years old. It is important to note no results are published by clubs. Results are only to be recorded by Football West for internal purposes. MINIROOS CLUSTERS Players: 4 x 4 (Max of 3 subs) Goal Keeper: No Playing Time: 2 x 15 minutes halves (5-minute halftime) Ball Size: Size 3 Game Leader: Yes The MiniRoos Clusters is set out in a format where averages of five clubs are grouped together and spend around five weeks at each club playing small round robin games. Football West will send out cluster nomination forms. Clubs are expected to return them within the timeframe set. Football West will use the information provided to set up the groups and determining the hosting order. It will then be up to each host club to organise game fixtures for the weeks they are hosting while ensuring the visiting clubs have been clearly informed. If for some reason your club cannot host please notify Football West as soon as possible to ensure plenty of time to rearrange the cluster schedule. How to set up your Cluster pitches Field of play: 30m x 20m Goal Size: 2m high x 1m wide Penalty Area: None Goal Type: Goals, Poles, Markers 4v4 Example of goals that can be used in the clusters format. 11
MINIROOS AND 12s 8S AND 9S Players: 7 x 7 (Max of 4 subs) Goal Keeper: Yes Playing Time: 2 x 20 minutes halves (5-minute halftime) Ball Size: Size 3 Game Leader: Yes The 8s and 9s age groups work in a regular home and away format. Within the 8s and 9s age groups players and/or teams are sorted into three levels of experience and knowledge. 1 2 3 Blue Purple Yellow Players and/or teams Players and/or teams with the most with some experience Players and/or teams experience and/ or with no experience and/or knowledge knowledge and/or knowledge How to set up your 8s and 9s pitches Field of play: Minimum: 40m long x 30m wide Maximum: 50m long x 40 wide Best Practice: 45m long x 35 wide Goal Size: 3m wide x 2m high Penalty Area: 5m deep x 12 wide 7v7 Example of goals that can be used in the 8s -9s age groups. 12
MINIROOS AND 12s 10S – 12S Players: 9 v 9 (maximum of 5 substitutes) Goal Keeper: Yes Playing Time: 2 x 25 minutes halves (5-minute halftime) Ball Size: Size 4 Game Leader: Yes The 10s - 12s age groups work in a regular home and away format. Within the 10s - 12s age groups players and/or teams are sorted into three levels of experience and knowledge. 1 2 3 Blue, Green, Orange Purple and Red and Grey* White and Yellow Players and/or teams Players and/or teams with some experience Players and/or teams with the most and/or knowledge with no experience experience and/ or and/or knowledge knowledge How to set up your 10s - 12s pitches Field of Play: Minimum: 60m long x 40m wide Maximum: 70m long x 50 wide Best Practice: 65m long x 45 wide Goal Size: Maximum 5m wide x 2m high Penalty Area: 10m deep x 20m wide 9v9 Example of goals that can be used in 10s -12s age groups. 13
MINIROOS AND 12s OTHER VARIATIONS OF PITCHES FOR SMALL SIDED GAMES 9v9 7v7 It is up to the club on how you would like to set up your pitches for MiniRoos and clubs can determine their own layouts dependant on your facilities. The above pitch maps are based on clubs who uses their regular sized pitches for small sided games. GAME LEADERS A Game Leader is someone who leads a MiniRoos match. This person can be an older sibling, a parent or someone familiar with the MiniRoos format. The Game Leader is NOT a referee but rather a person who teaches and helps players build the necessary skills to play football. The Game Leader should always be enthusiastic and approachable. It is important as a club you encourage all your game leaders to remain impartial and remember, most importantly that it is about teaching and helping kids learn and have fun while playing football. To run a game leaders workshop at your club please contact Football West to have one of our development officers to come out to your club and run a grassroots information session. 14
GENERAL COMPETITION INFORMATION TEAM NOMINATION AND ALLOCATIONS The team nomination and allocation begin at the end of the season when Football West begins the relegation and promotion process. Typically, the top two teams will be promoted and the bottom two will be relegated. However, if Football West feel the makeup of the divisions need to be altered they may promote or relegate further teams. After Football West have finished the promotion and relegation process a first allocation draft will be sent out to clubs during November and/or December. During this time, clubs will also be asked to return a team nomination form which outlines all the draft allocations for the next season. On the form clubs are asked to either accept or reject the allocations or request changes. Clubs will have a minimum of a month to return these forms. Once the deadline has passed and the forms have been processed Football West will send out the second round of draft allocations. It is from this point that the sports administration program SportsTG will open for clubs to enter their MiniRoos and 12s teams, including confirming the updated junior allocation information. SportsTG will be open for clubs to enter their information for approximately a month. Once the SportsTG closes Football West will then begin the fixturing process. Please be mindful that divisions will change and the process can be quite lengthy. TEAM CHANGE REQUESTS You can request to change a division after SportsTG closes and even after the season commences to request a change a club official must fill out the online submission form . It is important to note that requests to change after the season starts will only be granted if it fall within the below criteria: • It does not interrupt the division that the team is leaving and/or division the team is entering. • Football West feels the move will be beneficial to the relevant competition. If you require further information regarding Sports TG please refer to the Football West Sports TG Instruction book which provides a step by step guide on how to navigate the program. 15
GENERAL COMPETITION INFORMATION GENERAL COMPETITION INFORMATION FIXTURES If a club would like to change a fixture there are a few factors involved; • Home Team - Must send in writing any fixture changes prior to 12:00pm Tuesday the week of the fixture. - If a club would like to change a fixture after this time it must have written approval from the opposition. • Away Team - If an away team would like to have a fixture changed, they will have to contact the home team and request the change. If the home team agrees the confirmed correspondence must be sent in writing to Football West. Football West will not change any fixtures without the request in writing. It is important to note that no game can commence prior to 8:00am and please take into consideration the distance of the opposition prior to requesting a change in fixture. PLAYER REGISTRATION CARDS A registration card is a players’ Football Federation Australia number (FFA) and information, including a player’s name, date of birth and photo. Teams are required to produce player registration cards if asked prior to a match. Club registrars should send a copy of each teams’ registrations cards to managers prior to the season starting. This can be done via email in PDF format where managers can keep these on file and produce on a Smartphone, tablet or as a hard copy if required to do so. It is important to note that registration cards are NOT required in the ALDI MiniRoos and U12 and under age groups. 16
GENERAL COMPETITION INFORMATION MATCH RESULTS It is the responsibility of the home team to enter the results of their games by 3:00pm the day of the match. This is to be done on SportsTG. The home club must send in the match cards after each round. COMPLAINTS If a club, manager, team and/or parent has a complaint that needs to be escalated to Football West please ensure that the complaint is detailed and sent in writing to the Junior Football Officers. However, it is important that clubs have a complaints procedure that enables you to deal with issues internally prior to escalating to Football West. PLAY EXEMPTIONS There are different types of exemptions you can ask for when it comes to players. 1. Play Up An exemption to play up is for a player who is not age eligible but the club feels that the player is best suited to a higher age group. To apply for this exemption a club official must fill out the Application to Play Up form and a Development Officer will assess the player at a training session. The Development Officer will then determine if the player is able to play up. 2. Play Down An exemption to play down is for a player who is not age eligible to play in a younger age group. This is best suited to players who have a medical condition that may limit their ability to play in their age group. Any requests to play down MUST be accompanied by a medical certificate, requests will not be granted without one. (Application to Play Down One Age Group) 3. Play Finals There is an exemption available to for players to play in finals if they do not meet the criteria. a) Junior Cup – A player may not meet the required games to play in the semi-final and/or final due to travel or medical reasons. b) Top Four Finals - A player may not meet the required games to play in the semi- final and/or final due to travel or medical reasons. Any requests to play finals MUST be accompanied by a medical certificate or supporting travel documentation. All the exemption forms can be found on footballwest.com.au 17
GENERAL COMPETITION INFORMATION MATCH CARDS The home team is to provide a match card for each game, it is important to ensure that each manager know how to fill this out. This includes the below details; 1. Date and time 2. Age of team competing (e.g 12s) 3. Division or coloured group of your team 4. Venue of the game 5. If it is a junior match indicate if it is a League match or a Cup match 6. The home team fills in their club name next to “Home Team” and the Away team fills in their club name next to “Away Team” 7. Players’ shirt numbers 8. Players’ names 9. Players’ FFA numbers 10. The team manager of each team to sign the match card next to either “Home” or “Away” 11. Relevant team official information i.e. Coach and Assistant Coach 12. Referee to fill out their details 13. If there is any incident during the game you wish to note, write it in the section provided. It is important to note that a player who is listed on a match card is deemed to have played the match. Please ensure that team managers are aware if they use pre-printed match lists and a player does not play that they cross the name off to avoid any potential rule breaches. You can also find a copy of the match card on footballwest.com.au if you need any spare cards. 18
GENERAL COMPETITION INFORMATION DISCIPLINARY AND GRIEVANCE RULE BREACHES A rule breach occurs when a team does not follow competition rules; Football West will send a notice to the club when this occurs. Penalties can include forfeiture of a game or a fine. In cases of administrations errors Football West will send a “first and final warning notice”. A team who breaches the same rule for a second time will be sent a rule breach and the maximum penalty will be applied. It is important to communicate with team managers to ensure that they are aware of any “first and final warning notices” and/or rule breaches to avoid any potential forfeits. SUSPENSIONS Red Card If a player receives a red card during a match the referee will send in a match report detailing the facts of the game and incident, Football West will then send out an “Infringement Notice”. The infringement notice will include match details and the length of suspension for the player. There will be a suspension list posted at the end of each week which can be found on footballwest.com.au Yellow Card Yellow cards are recorded by Football West and once a player reaches his/her 4th yellow card Football West will send out an automatic match suspension notice meaning that the player must sit out his/her next game. TRIBUNAL Any rule breach or infringement notice that is issued can be appealed by the club. To do so you must return a Request a Tribunal Hearing form within 5 working days of the notice. You will then be contacted regarding the Tribunal details and any further information required. Please note that all suspensions carry an AMS (Automatic Match Suspension) which in accordance with FIFA cannot be appealed therefore If a suspension is for one match this cannot be appealed. 19
REFEREES REFEREES How Does Football West Appoint Referees? When coordinating the referee appointments each week, Football West considers the following: - Referee’s age and experience - Age of the participating teams - Location of the ground - Any conflict of interest - Transportation restrictions After each of the above points are taken into consideration, Football West allocates referees to as many games as possible. What is the role of a referee? The referee is appointed to officiated the Laws of the Game and not administer competitions rules. If you believe a competition rule has been breached then please inform the referee, he/she should note it on the match card and submit a match report detailing the relevant information. Football West then will proceed to investigate and issue a rule breach if relevant. The referee is also responsible for addressing any concerns surrounding pitch, light and weather conditions. 20
REFEREES CLUB REFEREE What process should my club take if an appointed referee does not attend one of our home matches? Clubs can appoint a club referee whom has the ability to remain impartial to games, club referee will assume the same powers and responsibilities as an appointed referee. This includes being able to issue yellow and red cards and in addition to providing match reports on any incidents. If you require any information on the competition rules regarding this, please see the Community Competition Rules under Article 6 – Match Officials. If your club is interested in gaining some further understanding or education for club referees, you can contact the referee department at Football West. 21
COMPETITION RULES COMPETITION RULES Football West has competition rules for each competition, it is important to ensure that you familiarise yourself and communicate to your team managers and coaches on competition rules matters. All competition rules can be found on the Football West website however for competition rules specific to junior competitions you find them by following the junior under the Play heading section on the website. Please see below for a few notable competition rules LISTED PLAYERS Annexure 10 – Junior League Annexure 11 – Junior Girls League Article 5.6 – 7 6. In fixtures in the 13s, 14s, and 15s, no more than three named substitutes may be listed on the team list of which a maximum of three may be used in any one fixture. 7. In fixtures in the 16s and 18s age groups, no more than five named substitutes may be listed on a team list if which a maximum of five may be used in any one fixture. Penalty - Junior and Girls Leagues 1st Offence – Warning Notice 2nd Offence – Forfeit and fine of $100 PROOF OF REGISTRATION General Competition Rules (Article 10 1-3) 1. My Football Club must be used to generate proof of registration including a player photograph for every player participating in a match with the exception of MiniRoos. 2. Evidence of registration without a player photograph is not acceptable as proof of registration. Penalty - Junior and Girls Leagues Forfeit and fine of $50 22
COMPETITION RULES TOP FOUR CUP ELIGIBILITY Annexure 27 – Junior Boys Top 4 Cup Annexure 28 – Junior Girls Top 4 Cup (Article 3.1-3) 1. A player may not participate in more than one Top 4 Cup competition. 2. To be eligible to participate in a Junior Top 4 Cup match, a player must have been named on a team list and eligible to play for the team in question for at least 75% of matches after June 30, 2017. Any such matches may include Junior Cup matches. 3. Clubs are responsible for tracking their eligibility. Penalty - Junior and Girls Top Four Finals Forfeit CUP ELIGIBILITY Annexure 25 – Junior Cup Annexure 26 – Junior Girls Cup (Article 3.1-2) 1. A player may not play for a team in the Junior Boys Cup if, in the same season, he has previously played for: a. a different team in any cup competition 2. To be eligible to participate in a semi-final or final, a player must have played in a minimum of 5 different matches for the team in question prior to that semi-final or final. Penalty - Junior and Girls Top Four Finals Forfeit 23
FREQUENTLY ASKED QUESTIONS FREQUENTLY ASKED QUESTIONS 1. How can we find out where we are playing each week? All fixtures, ladders and results are available on the Football West website. 2. Can a coach or manager request to change a fixture? If you need to change a fixture there are a couple of options; If you are the home team and it is before 12:00pm on the Tuesday prior to the game, you can ask your club official to request Football West change the fixture. If you are the home team and it is after 12:00pm on the Tuesday prior to the game, you will have to ask your opposition for approval to change a fixture. If you are the away team you will have to ask the home team for approval regardless of time or day, who will then contact Football West to ask for the fixture change. 3. How do I know if my game will have a referee? The referee allocator will publish a list of games that have not had a referee allocated on the Football West website on each Friday after 5:00pm. 4. What happens if a referee is not appointed or does not turn up to a game? If the match referee does not turn up to a game, the home team will be required to fill the role with a club referee. 5. Can a club referee request payment? Both teams have to agree on whether the club referee is to be paid. In the Community Competition Rules Article 6.2 it states that it is at the discretion of the club(s) involved as to whether to make requested payment. 6. What are the referee fees? Please see below for the referee fees; 13s & 14s 15s 16s 18s Referee $46.00 $52.00 $58.00 $68.00 Assistant $23.00 $26.00 $29.00 $34.00 24
FREQUENTLY ASKED QUESTIONS 7. When should I pay the referee? The referee will usually ask each team for payment prior to the match. 8. What if there is a strip clash on match day? In any fixture, if the shirts of the participating teams are similar, or are in the opinion of the referee likely to cause confusion, players of the home team will be required to change their shirts. If there is disagreement over the existence of a clash, the referee’s decision is final. 9. What if there is an incorrect score on the website? You can contact your club’s designated junior club contact who will inform Football West and they will check the match card and update results. Please note that NO ALDI MiniRoos or 12 & under results are to be posted on any form of social media and websites 10. My team has had their fixtures change and we are now playing one less game then everyone in our division. How can we fix this? Please let your club officials know to contact the Football West Junior Football Officers to confirm this and then a catch-up match can be organised. Catch up matches can be organised for any stage during the season including the bye round prior to the top four finals. 11. What are the requirements for match balls? All home teams are responsible for providing match balls and ensuring that they are of the correct size. Football West recommends using “Select” match balls. 12. A player in my team was shown a red card but has not been notified of their suspension officially. Can they play? NO. If a player is red carded thy will automatically miss their next fixture no matter what the charge is. A club who plays after receiving a red card will be subject to a penalty. CONTACT US Football West Unit 94/262 Lord St, Perth WA, 6000 P: 08 6181 0700 E: Monique.daysmith@footballwest.com.au E: Katrina.mcgrath@footballwest.com.au W: www.footballwest.com.au 25
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