Lee Mount Vernon Sports Club, INC. Team Manager's Handbook
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
Lee Mount Vernon Sports Club, INC.
Team Manager’s Handbook
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 1
Table of Contents
The following Sections are hyperlinked. Hold CTRL and Left Click:
Section 1. CLUB Rostering Resources Contact Information ...................................4
Section 2. Our Mission .............................................................................................4
Section 3. Who We Are ............................................................................................4
Section 4. Core Values ..............................................................................................5
Section 5. What’s New in 2020-2021 .......................................................................5
Section 6. Team Management...................................................................................5
Section 7. Key Travel Team Positions......................................................................6
a. Team Manager Responsibilities ..........................................................................6
b. Team Managers are NOT Responsible for .........................................................7
c. Time Commitment ..............................................................................................7
Section 8. TEAM TREASURER: Key Travel Team Positions...............................7
Section 9. Uniforms ..................................................................................................7
Section10. October: Breast Cancer Awareness Month ..............................................7
Section 11. Team Manager Essentials .......................................................................8
a. Team Manager Essentials “The Binder “ ...........................................................8
b. Team Manager Essentials “The Bag” ................................................................8
Section 12. Registration/Rostering Procedures .........................................................9
a. Types of Rosters..................................................................................................9
b. Registration/Rostering Procedures .....................................................................9
c. Adding players after initial upload of players ....................................................9
Section 13. Registration for New Players ................................................................10
Section 14. Acceptable proof of age ........................................................................10
Section 15. Adding New Players Born Outside of the U.S. ....................................11
Section 16. Roster Approval Process .......................................................................13
Section 17. Releasing a Player .................................................................................16
Section 18. Rostering Guest Players/Club Pass .......................................................17
Section 19. Anatomy of Club Fees ..........................................................................18
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 2
Section 20. Budget Development and Management................................................18
a. Team Fee Revenue ............................................................................................19
b. Expenses ...........................................................................................................19
Section 21. Communication Platform: PLAYMETRICS .......................................19
Section 21. Game Day Communications .................................................................20
Section 22. Managers Role in the Game..................................................................21
Section 23. Lessons Learned....................................................................................21
Section 24. SCREEN SHOTS - HANDS ON- Rostering........................................22
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 3
Section 1. CLUB Rostering Resources Contact Information
Text are OK (even preferred)
Include team info in any messages (gender, age, color)
Questions about rostering Girls travel teams, NCSL database/rosters, NCSL
rules and regulations:
Carol Montoya
carolmontoya@lmvsc.org
703-981-3498
Questions about rostering Boys travel teams
Shelly Speicher
shellyspeicher@lmvsc.org
703-600-9362
Questions about LMVSC database, finances, Club fees
Club Administrator & Finance Manager: J
Jessie Gore
admin@lmvsc.org
703-598-4975
Lee-Mount Vernon Sports Club = www.lmvsc.org
Virginia Youth Soccer Association (VYSA) = www.vysa.com
Club Champions League (CCL) = www.clubchampionsleague.com
National Capital Soccer League (NCSL) = www.ncsl-soccer.com
Region I/EDP - www.edpsoccer.com
Each league site has rules, procedures, schedules, etc.
FIFA Rules of the Game =
https://img.fifa.com/image/upload/khhloe2xoigyna8juxw3.pdf
Section 2. Our Mission
The mission of the Lee Mount Vernon Sports Club (LMVSC) is to create a fun,
competitive, and educational environment. We emphasize character, commitment
and community for players and parents alike, regardless of their background.
Section 3. Who We Are
LMVSC is a non-profit organization committed to providing every child in our
community access to high quality sports leagues and training. We are located in
Fairfax County, Virginia. While Fairfax County is the 3rd richest county in the
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 4
United States, our club draws players from fourteen Title 1 schools. Every year, we
are able to offer our under-privileged community scholarships. LMVSC is proudly
able to offer scholarships to 1,000 players in our Basketball and Soccer programs.
With over 4,000 players annually, our commitment to serving our community has
been steadfast for 50 years. We are dedicated to serving for 50 more!
Section 4. Core Values
Character:
Integrity
Respect
Passion
Commitment:
Discipline
Accountability
Patience
Community:
Inclusion
Diversity
Collaboration
Section 5. What’s New in 2020-2021
• Sexual Abuse Training
• On August 8, 2018, the VYSA Board of Directors unanimously passed the
following resolution: Any individual affiliated with a VYSA member
organization to include board members, coaches, assistant coaches,
managers and other volunteers or staff must complete sexual abuse training.
Sexual Abuse Training must be completed through ABUSE PREVENTION
SYSTEMS or SAFE SPORT SYSTEMS no later than October 1, 2018.
• Sexual Abuse Training must be renewed every two years.
• New FIFA Rules
• NCSL has disbanded the STARS program
Section 6. Team Management
Virginia Youth Soccer Association, (VYSA) is our Governing Body.
As members of VYSA, Leagues, Clubs and Teams are required to abide
by State policies, procedures and guideline.
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 5
Section 7. Key Travel Team Positions
a. Coach
b. Assistant Coach(es) (appointed at coaches’ discretion)
c. Team Manager
d. Treasurer
a. Team Manager Responsibilities
• Player passes, coach/team official passes
• Rosters
• Manage guest player uniform(s)
• Forms (player/parent code of conduct, medical releases, etc.)
• Communications, including management of team’s PlayMetrics
• Game day management
• Tournament registration(s) (can be delegated to a tournament
coordinator)
• Coordination with other teams (NCSL)
• Coordination within the team (coaches, treasurer)
• Talk to your coach about any other expectations/needs
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 6
b. Team Managers are NOT Responsible for
• Coaching
• Resolving individual player problems (refer to the coach)
• Making up for budget shortfalls
c. Time Commitment
• Pre-season - most time consuming! Several hours a week
• In-season – maybe an hour a week
Section 8. TEAM TREASURER: Key Travel Team Positions
• Develop and implement a budget for the team
• Manage the team’s account; collect team funds; handle
reimbursements and payments for team expenses
• Report team financial status at team parent meetings
Section 9. Uniforms
• 2nd year cycle (Fall 2020 was the first year of the 2-year cycle)
• New Cycle Fall 2022-2023
• Uniforms are individual responsibility, but managers need to ensure
they are purchased & numbers are correct
• Order early: inventory often runs out
• Discuss ordering a guest kit with your coach (include in team fees)
• Jessie Gore will be handling uniform orders (importing players into
Soccer.com)
Section10. October: Breast Cancer Awareness Month
• OPTIONAL PROGRAM for teams, but if coach/team decides to do
it, it is required for all players on that team
• No recommended vendor
• Club will provide logo to your vendor of choice
• Need to place order the first week of September
• Manager, treasurer or other team volunteer is responsible for
coordinating orders, collecting funds, working with vendor, etc.
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 7
Section 11. Team Manager Essentials
a. Team Manager Essentials “The Binder “
• Maintain a binder with:
• Player passes
• Coach/team official passes
• Permanent rosters (VYSA, tournament)
• Game day rosters
• Blue game cards (NCSL)
• Medical releases
• League/tournament rules
• Player/Parent Code of Conduct (if hard copy is required)
b. Team Manager Essentials “The Bag”
• Carry a bag with:
• White and dark tape (to change numbers on uniforms in a pinch)
• Scissors
• Pens
• Game day ball (CCL only)
• First aid kit (Coach may carry)
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 8
Section 12. Registration/Rostering Procedures
a. Types of Rosters
• LMVSC database/roster: club roster
• .
• NCSL Roster: for teams playing in National Capital Soccer League
only
• Tournament roster: will usually accept the VYSA roster
• These rosters are not linked. Changes in any of these rosters will
not replicate to other rosters. Make sure all player/roster changes
are made in all relevant rosters.
• LMVSC: managers cannot make changes
o Club DOC and or TD are required to authorize changes
• VYSA Rosters: managers cannot make changes; assigned Club
Registrar are authorized to make changes
b. Registration/Rostering Procedures
• Managers and coaches must have Risk Management approved and
then be associated with a team
• Registrars will send an email to managers confirming when they
are associated with their team
• Manager access to VYSA database:
https://virginia.sportsaffinity.com/Foundation/Login.aspx?sessiong
uid=
• Players must be registered in LMVSC database and be current with
payments before a state roster can be approved
• Registrars will upload initial roster into VYSA (info from
LMVSC); other information (e.g. proof of age, photo, international
documents) may be added by managers before roster is approved
c. Adding players after initial upload of players
• Any additional players must be added by the registrars; the
following info is needed:
• Full name (same as on proof of age)
• Date of birth/country of birth
• Info for one parent: name, address, email, and phone
• Players photos expire every two years. New players will need
photos uploaded:
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 9
• Photos must be at least 100 x 100 pixels
• Should be FULL FACE ONLY, not waist up, side view, etc.
• Think “passport photo”
Section 13. Registration for New Players
You need the following items for each NEW player (NEW=new to travel,
new to VYSA):
• Proof of age
• Photo
• Proof of entry into the United States (ONLY if player was born
outside of the U.S.)
• Contact information
• Out of state paperwork (MD residents)
• Make sure you have all information uploaded into the system
before requesting roster approval. Rosters are approved in their
entirely, so an incorrect individual record will cause your roster to
be rejected.
• Player name and date of birth entered into the database must
EXACTLY MATCH the name and birthdate on the proof of age.
Contact your registrar if a name needs to be corrected. Your entire
roster will be rejected if even a single name or date does not match.
• Proof of Age
o You do not need proof of age if a player is already in the VYSA
database and you are transferring him/her from another team.
Proof of age document should be saved as a PDF and uploaded
into the VYSA database. It is important that the documents are
clearly legible. Uploads that are difficult to read may cause
your roster to be rejected.
Section 14. Acceptable proof of age
• Birth certificate
• Birth registration issued by an appropriate government agency or
board of health records
• Passport (expired is acceptable), current Drivers’ License OR
Permit
• Alien Registration Card issued by the US Government
• Certification of a US citizen born abroad issued by the appropriate
government agency
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 10Section 15. Adding New Players Born Outside of the U.S.
• Players who were born outside of the U.S. but entered the country
to live prior to their 10th birthday need to complete the P12 2-15
Form and provide proof in order to be cleared to register. The
document being used as proof should have the player's name, a
date that is prior to the player’s 10th birthday, and show that the
player was taking part in day-to-day life in the United States.
• Acceptable forms of proof documentation include, but are not
limited to, the following:
• School report cards
• Doctor/immunization records
• Previous registration history with a different sports program
• Unacceptable forms of proof documentation include, but are not
limited to, the following:
• Passport/visa entry page
• Letter from player/parents verifying the date they moved to the
country
• Forms and more info:
https://www.vysa.com/Default.aspx?tabid=2519945
• When filing a P12 2-15 or FR11:
• Save form as a PDF
• Save supporting document(s) as a PDF
• Save ALL FILES in ONE PDF and upload to player’s record
Note: if a document being uploaded as a proof-of-age is also being using as
supporting documentation for an international form, it must be included in the
single .PDF file with the international form.
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 11• Plan ahead to allow time for review by both club registrar and league registrar, and time to fix any issues • Once the VYSA roster is submitted and approved, player passes and rosters can be printed on white cardstock • Player passes are good for fall and spring seasons (e.g., 2020-2021) • Medical Release Forms not mandatory for VYSA registration, but collect them at this point since everyone is in organization mode (you’re likely to need them for tournament registration) Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 12
• https://bsbproduction.s3.amazonaws.com/portals/27433/docs/membershi
p/vysa%20medical%20release%20form.pdf
Section 16. Roster Approval Process
• Checklist (before you notify your registrar)
• Make sure your VYSA roster matches your LMVSC roster and that all
players are listed as current with club fees in the LMVSC database. If the
two rosters do not match, the state roster will not be approved.
• All players have proof of age uploaded or already approved
• All players have a photo
• All players have jersey numbers, no duplicates
• All adults have a photo
• All adults have proof of sexual abuse training uploaded
When you submit the team for approval, email the appropriate registrar. The
registrar will confirm that the proof of age and proof of entry documentation is
acceptable. The registrar will make sure photos are current and of acceptable
quality and will also cross-reference the roster against the team in the LMVSC
database to ensure that all players are properly registered and are current with club
fees.
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 13Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 14
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 15
• If there is anything wrong with the packet, the club registrar will reject
the roster. The team contact will receive an email stating the reason for
the rejection. Once the cause for rejection is rectified, the team needs to
be submitted again and the registrar needs to be notified again.
• If everything is in order, the club registrar will approve the roster and
notify the league registrar that the team is ready for review. He/she will
also confirm that the proof of age and proof of entry documentation are
acceptable. If the league registrar rejects a roster, the team contact will
receive an email stating the reason for the rejection. Once the cause for
rejection is rectified, the team needs to be submitted again and will be
reviewed by the club registrar and league registrar again.
• Once the league registrar approves the packet, the team contact will
receive a confirmation email. At this time, the official roster and player
cards can be printed (on white cardstock).
• Note that the club registrars and league registrars are volunteers. Allow
enough time for each to review and respond, as well as time for you to
address any issues that need to be fixed. We suggest having your roster
ready to submit TWO WEEKS before you first need your player cards.
Section 17. Releasing a Player
• Release requests may come from parents or be requested by a coach.
• Player may only be released with approval by the parent and the coach.
• Player will not be approved for release from the state roster unless all
club and team fees are current.
Note: NCSL will not allow any player releases from an NCSL roster after the first
game weekend of each season.
• In order to process a release, registrars need an email from the player’s
parent with the Player’s Name, Team Name, Statement of Approval for
Release, Parent’s Name. If release is being done to transfer to another
LMVSC team, that can be included in the email. Please do not forward
email threads with conversations about a release.
• If a release request is received, it must be acted upon IMMEDIATELY.
• As soon as a parent starts talking about a release:
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 16o Make sure the coach is involved.
o Also notify Fabien Lewis DOC
▪ fabienlewisdoc@lmvsc.org
o Contact Jessie Gore for any outstanding CLUB fees
▪ admin@lmvsc.org
o Inform the parent of any outstanding TEAM fees
o Inform the parent an e-mail is required for the release
Section 18. Rostering Guest Players/Club Pass
• Every league: a player may only play in one league game per day (e.g. only
one CCL game per day); this does not apply to cross league (e.g. a player
could play in a CCL game and a NCSL game on the same day).
• Rules and procedures for guest players/club passes vary by league:
o NCSL: refer to rules and procedure manual for instructions/limitations
and required documentation (only registered travel players may guest
play on a club pass)
o CCL: Director of Travel is responsible for telling other club’s
Technical Director about any guests; have player card for guest(s)
onsite; write in guest name and info on all copies of game day roster
Any new/additional players have to be added by the registrars; the following info
is needed:
• Full name (same as on proof of age)
• Date of birth/country of birth
• Info for one parent: name, address, email, and phone
• Jersey number
•
Follow previous instructions for uploading player info/materials and submitting
roster for approval:
• Key Dates for 2020-2021
• August 1: Aim to have rosters ready to submit for approval
• August 19 and September 3: NCSL Mandatory new team meeting;
suggested for anyone new to NCSL; can attend either; manager is best
representative, but anyone related can attend; no one person can represent
two teams; if not represented, team is fined; magnets, procedures manual
will be handed out
• August 24: CCL play begins
• September 7: NCSL play begins
• October 12-13: Indigenous People’s Day – no league games
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 17Section 19. Anatomy of Club Fees
• Coach compensation
• League membership and fees
• VYSA, USSF, USYS Fees
• Risk Management background check
• Technical staff
• Club Administrative cost
• Insurance
• Coaching education
• GK training
• Club marketing and communication
• Field expenses
• Travel soccer supplies
Section 20. Budget Development and Management
• Non-team costs are included in Club Fee
• Managers/Treasurers do not need to follow up on payments for club fees;
families will provide payment info when they register for the season; if a
family is not current with payments, roster changes will not be approved and
that player’s card will be pulled
• Club Registrar/Treasurer: Jessie Gore, admin@lmvsc.org (for families that
need to coordinate cash payments)
• Team Fees (family pays to Treasurer)
• Unique to each team and will vary based on age group, team color
(Red/White/Blue) and number/type of tournaments played.
• Include team supplies (e.g. first aid kit), coaches’ travel, guest kits
• Additional Fees (direct family responsibility)
• Include uniform costs, practice shirts, additional gear and personal
equipment and any costs associated with traveling to tournaments, such as
lodging
• The club’s senior technical staff will establish a yearly game plan for each
team. The plan lists all the tournaments and other events (i.e. State Cup,
Team Camps, Showcases, etc), that the team will be participating in during
the coming year. Teams are responsible for applying to these required
events.
• Once the team receives their “Yearly Plan” they have a starting point for
drafting a team budget. Team fee budgets are drafted in May prior to the
opening of tryout registration.
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 18• Budget estimate should be ready at first parent meeting of the year
(June/July) and account for team costs for Fall, Winter, Spring.
• Families should feel that they are getting value for their “investment” and
that their players are growing and having fun
• Establish a payment schedule; can be monthly or by season; needs to meet
the needs of your team.
• Follow up to make sure families are current; it is not fun or easy to collect
overdue fees.
• Don’t be afraid to have a small excess, you WILL encounter unexpected
costs
• Recommendation: keep the books wide open to the parents and let them
know about costs as up front as possible.
• Fundraising is encouraged to offset team costs (find a parent volunteer
• Excel template for sample budget available via email
a Team Fee Revenue
• Fundraising income, donations, sponsorship
• Team fees from families
b Expenses
• Team equipment/supplies (first aid kit, tents, team bench (not allowed on
Turf fields, water jugs, etc.)
• Tournament Application (and bond) fees
• State Cup/President Cup Fees (if potential State Cup Champion include
Region 1 fees)
• Coach travel for tournaments, State Cup, Region 1 and/or CCL Events
(hotel, rental car, mileage/tolls, meals). Add’l info available in Club
policy on Business Travel
• Winter/Summer Field Allocation Fees $8.00/player
• Winter/Indoor League Fees
• Team socials/end of season party
• Financial Aid player fees (team fees and/or hotel/food/travel expenses for
financial aid players whatever the team has decided to or needs to pay)
Section 21. Communication Platform: PLAYMETRICS
The LMVSC Travel Program contracts with PLAYMETRICS as its
communication platform. Team Managers, Coaches, Club Officials are required to
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 19communication all program information through Playmetrics. Playmetrics
features:
• Add, modify, and cancel events (training, games, etc.)
• Add scores and additional info to games
• Set attendance for each player
• COVID Pre-Screening
• Add contact information associated with a player
• Correct Player Profile information for coach or parent
• Communicate with players, parents, and coaches
• Coaches and managers can see availability for training and matches and plan
accordingly (e.g., combine with other teams for training, seek guest players)
• PlayMetrics can be accessed via desktop or phone app. Both are easy to use!
Get your families and players comfortable with using PlayMetrics . It will not be a
useful communication platform for the coach, managers, and families if
it is viewed as optional. Additional functions of PlayMetrics:
• Player evaluations
• Player personal/individual development information
• Shared training sessions and team developmental information
• Ease of communication between directors, team managers, and players
• Using player profile to build history and track personal progress
• Add family members to account to receive team notifications
Understanding How to Use PlayMetrics
https://playmetrics.zendesk.com/hc/en-us/articles/360024992394-Using-
PlayMetrics-as-a-Team-Manager
https://player.vimeo.com/video/344838245
Section 21. Game Day Communications
CCL: technical directors are responsible for communicating with visiting team
NCSL: Home team manager is responsible for communicating with visiting team
No later than Wednesday prior to a game, email other team manager.
• Uniform color
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 20• Directions to field
• Restroom facilities at the site
• Turf or grass field (for LDP—NO BENCHES OR CHAIRS ON FIELD)
• Any restrictions on parking, etc.
• Contact numbers
Send same information to YOUR team, for both home and away games
Section 22. Managers Role in the Game
• Recruit TSLs (NCSL)
• Prepare game day roster sticker (NCSL)
• Prepare game card and sit out cards for home games; check roster with
Coach for sit outs, absences, etc. (NCSL)
• Present roster and player passes to referees (NCSL)
• Present roster to other team manager (CCL)
• Club Pass Form if needed (with roster and player passes) (NCSL)
• Review score and cards with refs at game end (NCSL)
• Report score to age group coordinator/LMVSC technical staff (CCL &
NCSL)
• Report red or yellow cards or stouts to R&D coordinator (NCSL)
*NCSL Blue Game Cards will be available from registrars after 8/26
Section 23. Lessons Learned
• Work with coach to schedule parents/coaches’ meetings as needed
• Get parents in the habit of checking PlayMetrics and responding as needed
• Managers manage and coaches’ coach
• A successful season requires teamwork:
coaches-manager-treasurer-parents-players
• Complete roster must include jersey number, birth date, and contact
information for each player
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 21Section 24. SCREEN SHOTS - HANDS ON- Rostering
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 22Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 23
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 24
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 25
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 26
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 27
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 28
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 29
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 30
Lee Mount Vernon Sport’s Club, INC. Team Managers Handbook 2020-2021 © 31
You can also read
