Division Coordinator - AYSOand+Handouts/... · Division Coordinator Identifier: MGT EXPO 204...

Program: Management

Division Coordinator Identifier: MGT EXPO 204 Revision: 3 of 13 Effective Date: January 2015

Division Coordinator

Identifier MGT EXPO 204

Class Length 1 hour 15 minutes

Change History

August 2012 Lesson Plan and PPP Revised

December 2012 Lesson Plan and PPP Revised



December 2014 Finalized and Posted

Program: Management


1. Lesson Plan Goals The participants will gain the information needed to deal with the everyday workings of being an age/gender Division Coordinator. They will learn how to handle most circumstances and who to get involved when a problem arises that is beyond their scope.

2. Class Length 1 hour 15 minutes

3. Instructor Requirements Management Instructor Advanced Management Instructor at AYSO EXPOs Past experience as a Division Coordinator is very helpful

4. Prerequisites None

5. Materials

Divisional Coordinator job description.

Power Point Presentation.

Division Coordinator Responsibilities.

Questions on 3” X 5” cards. 1. What are the tasks of a Division Coordinator during registration? 2. Sometimes teams are selected that do not have a coach (blind team) and a

meeting must be called to find a parent to step forward to coach the team. How would you handle the situation?

3. As a Division Coordinator how can you help support the Kids Zone® philosophies even if your Region hasn’t implemented it?

6. Equipment

PowerPoint Presentation LCD Flip Chart Markers

7. Special Instructor Notes These are the icons that will be used throughout the lesson:

Activity

Key (Critical) Point

Question

Instructor Note

Handout

PowerPoint

Program: Management


Nuts and Bolts Instructor notes are in italics. 8. Body (Lesson Procedure) Slide # 1 Put up this slide when attendees come into the room. It has the workshop title on it. Introduction (5 minutes) Welcome participants; introduce instructors and any special guests. Outline the content and the intent of the workshop. Slide # 2 This workshop is the training requirement for the Division Coordinator.

Let participants know that this workshop is the training requirement for the Division Coordinator position. AYSO’s Safe Haven® is the workshop they should take to become certified.

As a side note, in eAYSO this position is called Division Commissioner. Also in the reference book it is called “Commissioner”, but the job description on AYSO.org it says Coordinator.

Slide # 3 Course Roster Has everyone signed the roster? Please use your legal name, home address and phone, and birth date. Make sure all participants have signed the roster with their LEGAL first and last names; address, home phone number and birth date. Birth date is one of the fields used to ensure that course credit is given to the correct person; i.e. “John Smith, Los Angeles, CA”. Slide # 4

Do a quick survey and ask how many attendees are Division Coordinators.

Slide # 5 Which other Regional Board Members or volunteers are in attendance?

Program: Management


Cross training is a good thing. Other Regional Board Members or volunteers in the Region need to support the efforts of each Division Coordinator in order for the Region to be successful. Slide # 6 Who is the most experienced Division Coordinator in this workshop? Who is brand new to the position? Then survey the experience level of the participants. How many have been a Division Coordinator for more than one year? It is always beneficial for instructors to mentally note one or two participants who have the most experience and one or two who are brand new and have no experience at all in this position. Slide # 7

What are some of the other titles that are used for volunteers in this position?

Age Group Coordinator Girls Coordinator Boys Coordinator As you mention the titles below, click on the next screen for animated slide that shows the titles from different parts of the United States. Age Group Coordinator Girls Coordinator Boys Coordinator Slide # 8 Lists some of the Regional terms used.

Hawaii - Age Group Coordinator Tennessee - Age Group Coordinator New York - Division Coordinator Southern California - Division Representative Florida - Team Management Administrator Rhode Island - Division Director

Slide # 9 Overview

Understand the role and responsibilities of the Division Coordinator.

Review the resources available to help a Division Coordinator be successful.

Overview of the course. We hope that at the end of this course, you will understand the responsibilities of the position as well as the resources available to help you succeed.

Slide # 10 But first… The Mission of AYSO is to develop and deliver quality youth soccer programs which promote a fun, family environment based on our 6 Philosophies:

Program: Management


Read the mission statement and segue into the Six Philosophies.

Slide # 11 Six Philosophies

• Everyone Plays® • Balanced Teams • Open Registration • Positive Coaching • Good Sportsmanship • Player Development

AYSO prides itself on striving to create a SAFE, fair, fun and positive environment in which all children and their families can enjoy the game of soccer.

Ask how many attendees could have listed the Six Philosophies? Briefly discuss the six core philosophies of AYSO. Discuss the fact that if Regional Board Members and volunteers don’t know the Six Philosophies then we can be pretty sure that the parents, players and the community won’t know them either. AYSO is defined by its philosophies. Note: Ask a question about how the philosophies apply to a Division Coordinator and how the Division Coordinator applies these to his/her job.

Slide # 12 AYSO volunteers are required to:

1. Complete and submit a Volunteer Application EVERY YEAR. 2. Be authorized to perform their jobs by their Region, Area, Section or other AYSO authority. 3. Act within their job descriptions and the AYSO policies, procedures and guidelines. 4. Complete AYSO’s Safe Haven® certification and be properly trained to do their jobs.

Review these four requirements that all AYSO volunteers must comply with.

Slide # 13

Why do Regions need Division Coordinators?

Delegation. The simple answer to this question is “to delegate responsibilities that the RC, RCA and RRA were assigned”. Regions use Division Coordinators in different ways so unless you hear something that goes against AYSO’s philosophies or rules and regulations there are many answers to this question.

Note: don’t get into detail here because you will be asking for more detail later in the PPP. Typical answers:

Coordinate team formations.

Organize and schedule any make up games.

Generate complete team rosters.

Form balanced teams, separating players by age and skill level.

Ensure uniforms are distributed in a timely manner.

Program: Management


Ensure that player evaluations fairly reflect the abilities of the players.

Turn in evaluations to the Regional Commissioner. Slide # 14 Let’s discuss the responsibilities of the Division Coordinator: Before the Season: This is an activity and should not be done as a lecture. Ask your co-instructor to scribe and ask for input on what are some duties and responsibilities before the season starts. Accept all answers making sure that they should be done before the season. Once the list is compiled click to the next slide and see if anything is missing or can be added to the list. Slide # 15 Before the Season Starts

Attend all registrations.

Recruit coaches

Identify field assignments.

Assist or complete scheduling.

Work with the CVPA to ensure all coaches are trained and Safe Haven® certified. This includes you! Attend eAYSO webinars including eAYSO for Administrators.

Ensure your Region is scheduling training courses in eAYSO for your coaches and referees.

Distribute uniforms.

Use Shutterfly for team management.

Delegate responsibilities.

Balance teams.

Develop team rosters. Every Region has different requirements and responsibilities. Check with your Regional Commissioner for your specific duties. The delegation of certain activities may include parent meetings, field set up and tear down, recruiting of referees and team parents.

Slide # 16

During the Season: This is the same activity as was used “Before” the season. Make sure to get input from attendees who did not respond previously. You may have to call on particular attendees and not just those that raise their hands.

Slide # 17 Responsibilities during the season:

Inspect and monitor coaches and teams to ensure that Safe Haven® protection guidelines are followed.

Implement Kids Zone®

Handle difficult situations that might arise involving coaches, referees, parents and players in coordination with the Regional Commissioner for incidences with

Program: Management


parents, Regional Coach Administrator for issues with coaches, with the Regional Referee Administrator for referee concerns, with the Safety Director for incidents.

Encourage coaches to do parent orientation for teams.

Find coaches for teams without one.

Recognize and thank volunteers who are helping you.

Serve as liaison between Regional Commissioner and coaches.

Attend Regional Board meetings.

Watch practices/games to ensure Safe Haven guidelines are followed and provide feedback to coaches.

Make sure teams thank referees, not just the other team.

Set up a process for, and encourage coaches to do, player evaluations.

Collect scores.

Slide # 18 and 19 Responsibilities after the season:

After the Season: This is the same activity as was used “Before” and “During” the season. Make sure to get input from attendees who did not respond previously. You may have to call on particular attendees and not just those that raise their hands.

• Turn in player evaluations. • Debrief the season with the RC. • Reward, recognize and retain volunteers. • Evaluate coaches. • Player ratings can be entered in eAYSO. • Prepare for the next season. • Attend AYSO EXPO. • Re-evaluate team balancing techniques.

Ask your co-instructor to scribe the answers on a flip chart.

Slide # 20 Resources

Division Coordinator Job Description

Division Coordinator Manual

AYSO’s Safe Haven® Manual

AYSO Reference Book

Play it Safe Newsletter

Region Toolkit

Go over these resources. Tell everyone that the Division Coordinator Manual was developed in 2012 because of numerous requests from volunteers.

Program: Management


Slide # 21 Instructor Note: Ask how many attendees are hearing about the Region Toolkit for the first time today. The Region toolkit on www.ayso.org has many tools for the Division Coordinator. The Compliance icon has information about the Volunteer Protection Act which explains why the volunteers must be trained and certified. Soccer Field Development contains information on grants and how to build your own fields as well as other information. There are other icons which will assist the Division Coordinator in their normal duties. Slide 22 Shutterfly – A Team Management Tool

• Promote the free site for every team (release of team information set by Region). • Manage practice and game schedule. • Create snack schedule. • Create contact list including jersey numbers. • Update availability information – edited by parent.

• Release of team information is set by the Region. This is accomplished by

entering the “Shutterfly Team Website release date” using the path Region>Setup>Programs.

• Free site for every team registering in eAYSO. This is an important point to make.

• Allows scheduling of games and practice sessions for all parents to see. • Team parent can create a snack schedule. • Contact list includes child’s name, jersey number, parent’s phone and names. • Availability information to list when child will be absent from practice or game,

edited by parent. Slide # 23 How many of your Regions have implemented Kids Zone®? Ask for a show of hands. Ask why Kids Zone® has not been implemented in all Regions. Slide # 24 Kids Zone® tenets.

• Kids are #1 • Fun – not winning – is everything • Fans only cheer, only coaches coach • No yelling in anger • Respect the volunteer Referees

http://www.ayso.org/

Program: Management


• No swearing • No alcohol, tobacco products or other controlled substances • No weapons • Leave no trash behind • Set a proper example of Good Sportsmanship

Slide # 25 As a Division Coordinator how can you help support the Kids Zone® philosophies even if your Region hasn’t implemented the official program? These are some possible answers:

Have a pre-season coach meeting and set up positive coach behavior expectations.

At this meeting give coaches a list of scenarios and ask how they would handle these in a positive manner.

Ask that each coach in your division set the same positive expectations of their players and parents.

Reinforce that the referee’s decisions should always be supported – they are volunteers.

Slide 26 This is the actual job description.

The Division Coordinator job description can be found on www.ayso.org. The latest version of was updated in December 2013. Your Region may have a more specific job description. It is also available in the Division Coordinator Manual.

You should be about halfway through the lesson plan at this point. Slide # 27 – Hey Coach!

• Make sure all of the coaches in your division receive “Hey Coach”. • Occasionally send an email highlighting something in the eNewsletter and ask for

feedback. • Ask one of the more experienced coaches in your division to practice with new

coaches early in the season. Slide # 28 To be a successful Division Coordinator, you must be a _ _ _ _ _ _ _ _. The clue: M _ _ _ A _ _ R

Make this fun. Maybe a competition among the participants to see who can figure out the answer fastest. Ask participants to hold up a hand when they figure it out.

http://www.ayso.org/

Program: Management


ANSWER - MEDIATOR Slide # 29 - Mediator Click screen for answer to appear. These pictures show different aspects of being a mediator. At times it means sitting down with the participants and discussing options. At other times, it means finding the missing piece of the puzzle that will correct the situation. The solution as a mediator is to try to find the win/win situation that satisfies everyone. If you just said this is the way it is and I don’t care what you think or feel, the participants will feel that they weren’t heard. Slide # 30 What kinds of situations would a Division Coordinator have to mediate?

Describe a difficult situation and how you handled it?

If time allows ask two or three participants for scenarios that happened in their Region that they needed to mediate.

Slide # 31 Attributes of a Mediator. Click for the first attribute and then allow the others to appear.

Big ears for listening.

Clear eyes for seeing.

Small mouth to focus on listening rather than talking.

Big heart for empathy and compassion.

Ego contained.

Big feet planted firmly on the ground. Slide # 32

Coordinators hold a very important position within a Region because they act as an intermediary to the Regional Commissioner (RC), Regional Coach Administrator (RCA)

Program: Management


and Regional Referee Administrator (RRA) in handling problems from coaches, teams and/or parents as they arise.

- A Division Coordinator may need to deal with teams that do not have a coach. - A Division Coordinator may need to deal with a problematic coach or parent.

Slide # 35

What are some of the qualities that a Division Coordinator should possess?

Ask attendees to give some qualities they think are important for a Division Coordinator. Make a list of the qualities on a flip chart. Slide # 36

What qualities of a Division Coordinator do these pictures represent?

Make a list of the qualities on a Flip Chart. This slide may bring out some of the qualities not mentioned in the previous discussion.

Leader, juggler, listener and mediator, etc.

Slide # 37 This is the list of qualities but they may have additional comments.

Patient A Leader

Optimistic A Manager

Organized An Administrator

Energetic Open-minded

Happy Spontaneous

Confident An Active Listener

A Hard Worker A Team Player

Tolerant of Others Thorough

Persistent A Time Manager This is a great activity that will inspire and motivate the attendees.

1. Ask which of these qualities they feel they need to work on. It may be a quality that doesn’t come easily. Get as many responses as you can. Ask why it is a quality that a Division Coordinator should possess.

2. “Pat yourself on the back.” Which of these qualities is one that you are proud to possess? Get as many responses as possible.

Slide # 31 Dealing with Confrontation - Let’s discuss some ways to deal with confrontation. Slide # 32 Dealing with Confrontation

Make sure the right person is handling the problem.

Program: Management


Validate the person’s anger/frustration.

Focus on the problem, NOT the person.

HEAR their side; keep an open mind.

Summarize what you heard; find a nugget.

Strike a win-win agreement; get buy-in.

End on a positive note. Go over these quickly. It may not be the DC who has to handle all problems. Give examples as you go through the above points. You can go refer back to some of the comments that the DCs have just made. Slide # 38 Let’s take a short quiz. Remain seated if the answer is “True” or stand up if the answer is “False”. As a conclusion to this workshop, let’s take a short true or false quiz. 10 minutes There should be about 10 minutes left in the workshop. If you have small candy bars or other inexpensive treats you can make this a contest/game with a winner for each question. Slide # 39

1. Division Coordinators should be men because some situations require a strong assertive decision. False

Slide # 40

2. It is only necessary that Division Coordinators communicate with other Division Coordinators. False

Slide # 41

3. Even small Regions would benefit from appointing a Division Coordinator. True Slide # 42

4. One of AYSO’s six philosophies is Fair Play. False Slide # 43

5. A Division Coordinator is an AYSO leader. True

Slide # 44 6. One of the roles of the Division Coordinator is to meditate. False

This is a trick question so have some fun with it. Maybe Division Coordinators need to meditate in order to get through some difficult situations.

Program: Management


Slide # 45 - Meditation! There may be game days when you feel as if you need to meditate but we hope if you use the information, resources and tools we have discussed in this workshop that those days are few and far between. Conclusion 10 minutes Slides # 46-48 Customer Service Announcement Slide # 49 Thank participants for attending and sharing their knowledge and experiences. Suggest that the participants attend Introductory Management to help them understand the inner workings of AYSO.

Division Coordinator - AYSOand+Handouts/... · Division Coordinator Identifier: MGT EXPO 204...

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