2013 - 2014 Team Manager Handbook

2013 - 2014

TEAM MANAGER

HANDBOOK

2013 - 2014 Team Manager Handbook

Introduction & Affiliations WSC

Website/Team Communication

2

3, 4

Who’s Who at WSC

Team Manager - Roles & Responsibilities

Coaches Expenses

The Manager / Coach Relationship

Parent / Coach / Player Concerns & Issues

Soccer Calendar / WSC Forms

League Play

Age Guidelines

Player Registration

Uniforms / Player Passes

Team Roster / Game Roster

Player Injuries / Tournaments

Sponsorship / Fundraising

FAQ's 15, 16

Releasing Players from Team / Club 16

Signature Page 17

INTRODUCTION

Thank you for volunteering for the position of Team Manager!!

You are integral to the fabric of the Wellington Wave Soccer Club (“WSC”). The Team Manager acts as a liaison between the Coach, Parents, Players and Club Administration on all team and club communications. You are the glue that holds a team together. Please be mindful that this position will require you to always act professionally and respectfully.

The Team Manager must have daily access to a reliable computer and a valid email address. All Club communications are made through email. Team Managers are encouraged to maintain open lines of communication with parents either through face to face meetings, by phone or through the use of email.

WSC – Travel Soccer Affiliations

Level

Acronym

Name

Website

National

USSF

United States Soccer Federation

www.usyouthsoccer.org

State

FYSA

Florida Youth Soccer Association

www.fysa.com

Region

/ /

Region A5 – South Florida

Local Leagues

SFU

FLUGSA

PBSL

US Club Soccer

South Florida United Youth Soccer Assoc (Boys)

Florida United Girls Soccer Assoc (Girls)

Palm Beach Soccer League (Boys & Girls)

US Club Soccer (Boys & Girls)

www.dataleague.com

www.flugsa.org

www.palmbeachsl.com

www.usclubsoccer.org

WSC Website Usage/Team Communication www.wellingtonsoccer.com

Utilizing the club website will make your role as team manager easier and more enjoyable.

Receive Club text msgs.:

Log in to WSC website. Click ‘My Wave’ at top. Click ‘My Profile’. Scroll down to Preferences. Check box next to ‘Opt – in - SMS Notices’. Scroll down to Phone and enter cell number. Scroll down and Save. To temporarily stop receiving Club or Team texts simply reply to those texts by typing pause and send. To resume receiving texts type resume.

Receive Team text msgs.:

As a registered member of WSC, you will automatically receive the team text messages from the team(s) that you are linked to.

Receive Club emails:

Log in to WSC website. Click ‘My Wave’ at top. Click ‘My Profile’. Scroll down under your name. Enter your email address. Scroll down and Save.

Receive Team emails:

As a registered member of WSC, you will automatically receive the team emails from the team(s) that you are linked to.

Send Team text msgs:

From website – Log in to WSC website. Click ‘My Wave’ at top. Scroll down under ‘My Team

Site’. Click ‘Text’. Enter message and send.

From Smartphone – Open text app. Next to ‘To:’ enter WSC Website number (561)404-1614.

In msg. box, msg. must start with team info such as @u13gblue followed

by a space. Then your msg. Hit send.

Send Team email:

From website - Log in to WSC website. Click ‘My Wave’ at top. Scroll down under ‘My Team

Site’. Click ‘Email’. Enter message and send.

From Home/Smartphone email - Next to ‘To:’ team name must be entered like this example - , add subject, type

msg, send.

Invoicing your team/players:

You can easily invoice your team/individual players from the website. This will eliminate, in some cases, you having to collect checks from parents. Each individual player can pay any invoices through the website. To invoice: Log in to WSC website. Click ‘My Wave’ at top. Scroll down under ‘My Team Site’. Click ‘Create Invoice’. Input all necessary information . Check players to invoice and amount is automatically divided based on the total you entered at the top. Be sure to check ‘Send Notices’ box and Save.

Paying an invoice:

Log in to WSC website. Click ‘My Wave’ at top. On the right side of the screen you will see ‘Payment DUE!’ in a green box. Click on ‘pay now’ and follow instructions.

Ordering uniform Items:

Log in to WSC website. Click ‘My Wave’ at top. Click on the ‘Order Uniforms’ tab. Click on the ‘New Order’ tab. Choose items, provide payment information and click purchase.

Subscribe to Team Calendar:

From Smartphone – Go to WSC website. Click on ‘Teams’. Find your team and click it. Scroll

down under ‘Subscribe (All Events)’ and click iPhone, iCal, Outlook.

to subscribe. You can also subscribe if you have a Google calendar.

From iPad - Go to WSC website. Click on ‘Teams’. Find your team(s). Under ‘Upcoming Events’ and ‘Follow All Team Events’ click on iPhone, iCal, Outlook or Add to Google to subscribe.

Updating Team Calendar:

Log in to WSC website. Click ‘My Wave’ at top. Scroll down and enter ‘Team Site’. Under team name on left, click ‘Events’. Click on ‘Add Event’. Input all necessary information and save.

Upload Tournament/Game/Team pictures:

Log in to WSC website. Click ‘My Wave’ at top. Scroll down and enter ‘Team Site’. Click the ‘Photo’ or ‘Video’ tab to add either and click update.

These are very easy things to utilize and will keep the parents, coaches and players well informed. Communication becomes much easier and clearer. It will save time and make your job a whole lot easier!! Help your parents become familiar with and use the resources provided.

If there are any questions, please contact our Secretary – Jacqueline Sullivan at .

Who’s Who at WSC / Club Contacts

Coaching

Director of Coaching

Patrick Zoete

/ /

561-252-1467

Soccer Academy Director

Patrick Zoete

/ /

561-252-1467

Soccer School - Contacts

Patrick Zoete

Eric Garey

/ /

561-252-1467

954-520-1650

Future Soccer Superstars

Heather Suarez

/ /

561-379-7490

Board of Directors

President

Sam Falzone

/ /

561-313-7862

Secretary

Jacqueline Sullivan

/ /

561-758-5619

Treasurer

Doug Sunshine

/ /

561-254-0437

VP – Boys

Eric Garey

/ /

954-520-1650

VP – Girls

Chris Auger

/ /

561-685-0888

VP – Community Affairs

Jorge Suarez

/ /

561-985-8739

VP – Operations

Shannon Curry

/ /

561-762-9796

Other Administrative staff

Accountant/ Bookkeeper

Kim Sullivan

/ /

561-790-7498

Club Administrator

Pete Lillo

/ /

561-452-7436

Registrar

Dana Garraputa

/ /

561-541-6070

Uniform Coordinator

Jenny Caro

/ /

954-234-7501

SFU League Rep

Yaron Lerer

/ /

789-200-9827

FLUGSA League Rep

Monica Stephens

/ / 561-310-0929

PBSL League Rep

/ Teri Ivaniszyn / / 561-319-2105

For additional contacts, please see the Contacts section of the website: www.wellingtonsoccer.com

Team Manager – Roles and Responsibilities

Organize, Delegate And Communicate!

· Assist with Club Tryouts for the upcoming season

· Meet with parents to review team expectations – finances, sideline behavior, introduce Coach, review Early Season & Regular Season, Tournaments etc

· Work with coach on emails, team meetings and any other communications with the parents to provide a detailed, open, positive atmosphere.

· Maintain & distribute player/parent contact lists – phone numbers/email addresses

· Process New & Returning Player Registration; coordinate player & coach uniform orders

· Maintain copies of player registration paperwork, medical releases, birth certificates etc.

· Collection of fees for registration, uniforms, referees, tournaments and any coach expenses, etc.

· Make deposits & check requests as applicable and forward them to the Bookkeeper.

· Manage the team account (Bookkeeper will provide monthly statement)

· Attend monthly club meetings; communicate minutes to parents;

· Coordinate team volunteers for fundraising, tournaments, end of season activities etc.

· Coordinate game practice schedules with the Coach

· Confirm field location and time with the Club Administrator for Home games; and/or team manager/coach from opposing team on Away Games

· Communicate with parents players regarding practice, game times any changes

· Game day organization – Rosters, Player passes, Referee fees (please refer to individual league requirements - amounts may vary by age group)

· Ensure that Referees complete and sign game reports after each game. Retain reports

· Submit game scores to League Rep. by given date/time - guidelines set by leagues

· Work closely with the Coach in planning, organizing and registration for tournaments

· Report any Player Injuries to the WSC Board. In certain cases the Board may require a doctor's note approving the player to return to practice/games. As a guideline, if the player's injury requires XX days of doctor care, then a note will be required.

· Determine coach’s expenses – see below.

Coaches Expenses

Teams will provide head Coach with pre-approved travel expense reimbursements incurred to coach games requiring all or some of the following: overnight stays by the team (lodging), mileage, and meal allowance.

“Requiring overnight stay” is not specifically defined and is why these expenses need to be pre-approved by the team. Guidelines that can be used to aid in determining if lodging should be approved are.

Ø If more than half of the team is getting lodging for the event.

Ø If the event is greater than 1 ½ hrs. from our fields and is on multiple days.

Ø If the event in a single day is greater than 2 ½ hrs. from our fields (these events my include gas and food and may or may not include lodging).

Ø If due to weather or other unexpected delays an event’s schedule is altered to such a degree it is unreasonable to return home that evening.

Ø If the event is outside of Palm Beach County and on multiple days.

Qualified expenses include $.555 per mile car allowance (or equal to the national mileage reimbursement rate allowed under the tax code), lodging for night’s the team stays on site and a $25/day per diem in food, not to include alcoholic beverages of any sort. Paid receipts must be submitted to the team manager for approval, and then processed with the Club’s bookkeeper for final approval. Teams must collect funds in advance of reimbursing these costs and funds must be drawn out of the team’s account, not the Club’s.

It is the responsibility of the Team Manager and Coach to insure that the team members are aware that the funds will be required for that event prior to the event, and that the funds are available in the team’s account prior to submitting a check request for approval by the bookkeeper, otherwise no reimbursement can occur as these are team and not Club costs.

The Manager and Coach Relationship

Managers are not coaches!

Leave the coaching up to the Coach and ensure he/she gets the support needed and ask him/her for help whenever needed. The Team Manager will act as liaison between parents and coaches to share information and/or concerns in either direction. This dual accountability makes it vital that a Team Manager remains objective, mature and maintains confidentiality when necessary. GOSSIP is unacceptable! Assist the coach with controlling parental sideline behavior. Parents need to enjoy the game and not coach from the sidelines or yell at the referees.

*** Manager and Coach must coordinate all dissemination of information to parents ***

Your Coach will consult with the Director of Coaching on division and league selection appropriate for your team. Please check with your Coach and notify the Registrar what division and league your team will be playing in, for Early AND Regular Seasons.

Parent/Coach/Player Concerns and Issues

If there is a parent or player that has a concern or issue with a coach, it is expected that the parent or player address the issue with the coach directly at a time convenient for both, in a private setting, and in a non-confrontational manner. It is not appropriate for any coach to be confronted immediately before, during or immediately following a game or practice. Nor should they be confronted in front of the players or other parents. The time and place should be agreed upon by both parties to ensure a productive conversation takes place, with the hopes of a positive outcome for the benefit of the player. Coaches should inform the Director of Coaching of any issues. In some cases, the Director of Coaching will be present at the parent/coach meeting.

This procedure remains consistent if the coach has a concern or issue with a parent or player.

If the issue does not get resolved through the initial meeting between the parents, coach

and the Director of Coaching, the appropriate Board Member will be asked to assist with

a resolution.

The Soccer Calendar

The Travel Competitive Soccer Year officially runs from June 1st through May 31st of the following year. Travel team commitment encompasses any or all of the following activities:

Timeframe

Event

Age Eligibility

Notes

May 28 – June 1

WSC Club Tryouts

U9 – U18

Usually week after Memorial Day

Aug – Oct

Early Season / Jamboree / Practices

All Ages

Girls teams do jamborees

Nov – Feb

Regular Season

U9 – U14

Older teams typically play middle & high school soccer

Jan 11-12

Wellington Soccer Tournament

All Ages

Mandatory to all teams

Feb Ending

League Jamborees

League Playoffs

U9 – U10

U11 – U18

Girls play FLUGSA

Boys play SFU

March

Region A Cup Festival

Region A Cup Tournament

U9 – U10

U11 – U18

Check with your coach to see if you are playing Region Cup or State Cup

Mar Ending

Presidents Cup Tournament

U11 – U18

Region Cup Division I team winners only

Apr – May

State Cup Tournament

U13 – U18

Check with your coach to see if you are playing Region Cup or State Cup

All Year

Other Tournaments

All Ages

2013 - 2014 Team Manager Handbook

2013 - 2014 Team Manager Handbook

Table of Contents

Page

Introduction & Affiliations WSC

Website/Team Communication

2