Sparta Team Manager Handbook 060616 - Nortac Team Manager Handbook 060616.pdf · North Tacoma...

North Tacoma Soccer Club Sparta Team Manager Handbook

Revised 01/22/2016 of 12

Overview Nortac was established in 1972 by an interested group of adults that cared about providing a soccer program to the youth of North Tacoma. The organization grew, and as more members were added, it became apparent there was a need for quality programs. From those origins, recreational soccer, select programs (Sparta), and other development and competitive soccer programs were born.

Today Nortac continues to evolve and learn. We try to provide access to soccer to a variety of competitive levels at a great value to the families of North Tacoma.

Introduction The purpose of this handbook is to help guide team coaches &/or managers through the process and details of managing a Nortac Sparta team. We’ve tried not to be duplicative where external resources and help already exist

The Nortac Sparta Players are registered in the US Club Soccer. Teams play in the leagues formed by Puget Sound Premier League (PSPL). The PSPL leagues are formed in the Fall and Spring. Fall season games begin in September and run through November. Spring season games begin in February run through April (sometime early May).

While there is a lot of detail and information, rest assured that it really does come together and after your first season you will have the hang of it. There are also people you can ask for help if you cannot find answers in this manual or at http://www.nortac.org/resources. We suggest reviewing the ‘Frequently Asked Questions’ page, aka FAQ, located at www.nortac.org/faq.

Nortac Sparta Team Manager Handbook

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TableofContentsOverview 1Introduction 1Team Manager Duties 3Timing 4Communication 5

Team Meeting(s) ........................................................................................................................................... 11Topics of discussion ................................................................................................................................... 11

Player Requirements 5Player Registration .......................................................................................................................................... 5

Registration Fee Payment Deadlines .......................................................................................................... 5Scholarship Program ................................................................................................................................... 5

Player Cards .................................................................................................................................................... 6Team Finances 7

Financial Responsibilities ................................................................................................................................ 7Team Checking Accounts ................................................................................................................................ 7Team Fees ...................................................................................................................................................... 7

PSPL Registration & Registration Fees ....................................................................................................... 8Tournament Fees ......................................................................................................................................... 8Per Diem ...................................................................................................................................................... 8

Team Binder 9Card Ring ........................................................................................................ Error! Bookmark not defined.Player Information ........................................................................................... Error! Bookmark not defined.Administrator Information ................................................................................ Error! Bookmark not defined.

Puget Sound Premier League 9


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Team Manager Duties The Team Manager is the liaison between the coach, parents, players and the Club. In addition, the Team Manager will perform the following duties or may delegate some of the duties to another parent on the team.

A list of Tips for Team Managers is included below:

• It is important that the Team Manager support the coach by directing all questions concerning player selection, player positions and playing time to the coach.

• Keep the team organized and running smoothly by communicating practice information and game schedules.

• Keep the “pulse” on the team and parents by listening and passing concerns on to the coach. • Maintain all records and information relevant to game play (e.g. player passcards laminated, recording

game scores, etc.) • Use the KYCK Play web site to enter players information for the purpose of generating player

passcards and official teams roster (all required for PSPL league play) • Work closely with Club Registrar to register players • Handle all aspects of regular season games and playoffs • Complete PSPL game reports – printing score sheets and reporting scores • Attend Club Manager meetings • DELEGATE! Don’t try to do it all yourself. By giving a job to each family on the team, you help to

create team unity and support. Duties that can be delegated: o Team Treasurer – who will handle financial duties for the team; collecting money from families to

cover team expenses (e.g. tournament registration fees, coach per diem, etc.) o Travel Coordination – Find and suggest accommodation when traveling for league games and/or

tournaments o Tournament Registration – check-in team for tournaments

The Club will filter information through the Team Managers to disseminate to their teams.

It is very important Team Managers communicate regularly with the players and their parents. Communications can be handled via meetings, phone calls and regular emails. For U16 teams and older, it’s a good idea to email the players as well (please get acknowledgment from parents that this is OK). Older players generally drive themselves to practices, therefore, less face-to-face interaction between Team Managers and the parents.


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Season Milestone Timing One of the most important items to understand is the timing of certain milestones of the season and associated pre-requisites.

Event Up to BU13 Pre-requisite Comments

Tryouts April/May

Send Team Invitation End of Tryouts Coach feedback on roster selection This can be a difficult time. If the coach has not invited a player you may be approached. However, it is not your responsibility to resolve any conflict that player or parent may have. Please forward any concerns

Set Roster May 15th Important only to set initial budget and tournament planning. The roster may change a bit between now and First game in September.

Finalize Team Budget May 31st Get a treasurer Email budget to the General Manager ([email protected])

Nortac Registration Completed**, including Payment

June 30th Must be complete before any player can be added to a roster. Important for Tournament Season

PSPL Fall Registration July 7th (early bird deadline)

Team account set up Team fees collected enough to pay league fees.

Accounts needed to have checks or CC available to pay for registration Cash will be required prior to payment

Player Cards July 30th Nortac Registration Player entered into KYCK Birth Certificate & Photo Uploaded US Club form completed

Prior to 1st Game. Not negotiable with PSPL. Players MUST have cards. Cards won’t be ordered without Nortac Registration.

US Club Rosters Aug/Sept KYCK Roster PSPL Day Roster

A copy of your team roster needs to be sent to PSPL prior to your first game ([email protected])

1st PSPL Game September Player Cards KYCK Roster PSPL Day Roster

PSPL does a good job sending out information about game day. Please read, the rules change a bit but they tell us.

PSPL Spring Registration Mid-January

Spring Roster Additions Jan 31th Nortac Registration Player entered into KYCK Birth Certificate Uploaded US Club form completed

** Player registration must be complete for players to be placed on a roster. Teams playing tournament prior to June 31st must complete registration at least 1 week prior to issuance of a roster.


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Communication As a team manger, you’ll be organizing a variety of information, and events. You’ll likely be the backbone of team communication, letting folks know what to expect and answering questions. Each team has unique circumstances. Managers will be able to determine a path to effectively organize and communicate that suits their style, individual team circumstances and manner of coach involvement.

Sparta provides TeamSnap as to help the Team Manager with communications. TeamSnap, with its complementary smart phone application, is a great way to communicate and provide information about game and practice locations.

Player Requirements

Player Registration For Sparta select soccer, Nortac registration is a two step process.

1. Parents register (no charge or fee) for tryouts on the Nortac Web Site

2. If the player is invited to the team, the coach must notify the Registrar who will send an invitation via e-mail to the player. That invitation facilitates the completion of the Nortac registration process, including Nortac fees.

Use this checklist to make sure you have all information that you’ll need for future steps.

ü Nortac Registration, with payment complete. The Registrar will provide evidence of completed registration.

ü Birth Certificate (if required, more discussion in the section below on Player Passcards)

ü US Club or Nortac Medical Waiver, Signed by Parent AND Player

ü Puget Sound Premier League Concussion Compliance Form, Signed by Parent AND Player (this item is in review)

ü A photo of the player, digital required because you will upload to the “KYCK Play” web site for the player card.

Additional Items you may want to facilitate or obtain

ü Scholarship application

ü Contact information sheet (example attached)

Registration Fee Payment Deadlines First tournament or 30 days upon receipt (whatever comes first)

Scholarship Program o As a Club we welcome all players regardless of economic status. o There are a limited number of scholarships available to help defray expenses for qualified players. o The Scholarship Committee has the discretion to consider any changes to this policy. o Scholarship amounts will be credited against the player’s financial obligation to the Club (no money

will change hands).


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Player Passcards Player Passcards required for play in the PSPL. They are created and managed using the KYCK web site.

o If a player played for a Sparta team last year and had a Passcard, it is very likely they will already be listed in the KYCK. You may need to communicate with the Registrar to get the player released from a previous team prior to adding that player to your roster.

o Once the player has completed Nortac Registration, US Club Medical Waiver uploaded, and if necessary Birth certificate uploaded, the KYCK will be released to complete the generation of a Player Passcard

o Once the KYCK system makes the cards available, the Manager must print them and laminate them. FedEx can laminate them as ‘luggage tags’ for less than $1.50 each.

o The passcards must be brought to each game and given to the referee prior to the game. o Typically, passcards must also be presented at the time of check-in for any tournaments your team

will participate in. Without the passcards, the game will be forfeited. o Passcards are verified by the referees prior to the game start.

US Club and KYCK have created tutorial videos to assist. Some of them are a bit dated but at the time of this draft, still relevant.

• Adding Staff, Players & Teams: https://www.youtube.com/watch?v=a-mtiwoWnNE

• Creating and Printing Rosters : https://www.youtube.com/watch?v=cTS5wBfF7EE

• Printing Passcards: https://www.youtube.com/watch?v=k4byVOTD0S4


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Team Finances

Financial Responsibilities Each team is responsible for paying its own expenses during the season. These expenses include PSPL registration fees, tournament entry fees, and coaching expenses such as per diem and travel charges. It is the Team Manager’s or Treasurer’s, responsibilities to maintain an accounting for each player on the team and to ensure that each pays his/her share of team expenses. Players who fail to keep current their financial obligations should be brought to the attention of the Team Manager and Coach.

Team Checking Accounts

How do I set up an account? To set up a new team bank account or to change the names on an existing team account:

● Get a parent to volunteer as Team Treasurer at or before your team meeting. ● Contact the Nortac Treasured (Randy Steel) to identify the team(s), team manager(s) and team

treasures ● Call our contact Tommy at the Umpqua (Proctor branch) to make an appointment: ● Each person (up to 3) who has signing authority must have a signature card on file at the Proctor

Districts Umpqua Branch.

Team Budget Setting the team budget is reasonably simple process of adding all the costs and fees that the team is responsible and spreading them across the players. We can provide a MS Excel template that helps. You will need to know the number of players to consider, the Coaching Per Diem, tournaments entry fees to budget for, any equipment (such as practice balls), or other team costs. Be conservative. At the end of the season you have two choices, give the parents back their portion of the budget that was not spent


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PSPL Registration & Registration Fees PSPL registration fees are paid by the team (not Nortac). There are two ‘seasons’, Fall and Spring. PSPL Registration fees are dependent on age and which division your team plays in. Nortac pays Field and Referee costs.

Tournament Fees Tournament fees are covered by the team. While you may not know exactly which tournaments you will attend, you should budget for the number you expect to attend. Some teams are very active during the summer and play a few tournaments. Others may not play any or only one. Travel expense of players are not paid by the team. Some coaches required some coverage of travel expenses.

Coaching Stipend Coaching expenses payable by the team. These expenses will be paid at the rate agreed by the Team parents and coach. The Director of Coaching may provide guidance or help resolve any issues that may arise.


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Team Binder

We recommend a each team create and carry at all games and tournaments a “team binder”. The following outlines what should be included in the binder:

o Copies of Official team roster (you may need multiple copies per game) o A couple Pencils/pens o Metal ring for player/coach/administrator cards with laminated player/coach/administrator cards o Protector sheets or Folders o US Club Medical Release Forms signed by each player o Concussion Compliance Forms signed by each player o Schedules and forms o Game day rosters

Puget Sound Premier League Nortac Sparta teams play in the Puget Sound Premier League (PSPL). The PSPL Board has provided a Manager’s Handbook that addresses the specifics for play in the PSPL. Please review the handbook, located at http://www.pugetsoundpremierleague.com/home/557187.html (or go to the Puget Sound Premier League and look in the ‘Quick Links’ side bar for the Manager’s Handbook. Several important details about roster, player pass usage, game day preparation, game reporting, and many other items are covered. You’ll be much more comfortable on game day, and your Referee will appreciate your preparation, if you are familiar with the guidance of the handbook.


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PlayerContactInformationSheetPlayer Name

DOB

Street Address

City, ZIP

Home Phone

Player Cell (with Parent Approval)

Player E-Mail (with Parent Approval)

Mother Name

Mother Cell

Father Name

Father Cell

Allergy or other Medical info to be aware of

Notable Vacations

Team Volunteer Function (e.g. party planner, safety parent, treasurer, etc.)

Notes:


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Team Meeting(s) advice The purpose of having an initial team meeting is to enable the parents, players and coaches to understand the following:

o Objectives and goals of the program o Meet the coach and learn of their experience and coaching background o Financial obligations and commitments during registration fees, coaching fees, tournament fees

and team expenses o Distribute handouts such as team roster, schedule of practices, team goals and rules, etc. o Have coach present coaching philosophy and methods o Specifics of the program, including required equipment, Tournaments participation, practice

locations, and general team policies o Recruit team volunteer positions such as treasurer, tournament manager, fund raising coordinator,

etc. o Facilitate paperwork for player and administrator registration o Collect documentation needed for the team binder (e.g. birth certificate, photo, etc.) o Complete uniform orders and collect required payment o Inform parents of team camps, academy, and other programs o Address questions and concerns from parents

Topics of discussion • What can you promise the players and their families?

o You can mention the likely team placement (examples Copa 1, Classic, Division 3) for the coming year and not much else.

o You cannot promise a position, scholarship, fee waiver or exemption from required volunteer work to the player or his/her family.

• When will practices begin and where will they be held?

o This is an important piece of information because each player on the team will have conflicting weekly schedules.

o The sooner you can let the parents know, the sooner they can make needed adjustments. o Try not to make changes in the middle of the year since many parents will have already

made schedule adjustments. • Which tournaments are the team interested in playing prior to the start of the fall season?

o Work with the coach to prepare a list of tournaments that he/she feels the team must attend.

o Prepare a list of optional tournaments for the parents so they can determine how each fits into their schedule.

o Make sure the tournaments that the coach feels are “required” are clearly noted. o Several of your families will take vacations during the summer months, so it doesn’t make

sense to register for a tournament that only half your players can attend. o New coaches may not have firm idea of tournaments they would like to participate in so you

many need to rely on the Director of Coaching, the VP of Competitive, or some more knowledgeable parents to help guide through this process.

o CYSA-South (www.calsouth.com) keeps an updated list of approved tournaments on its website.


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• What is the coaching philosophy for the season?

o It may sound like an over simplification, but coaches often have specific strategies that they will pursue with teams in certain age groups.

o For example, with a younger, inexperienced team, the coach may wish to focus primarily on skill building and leave lessons on game strategy for the following season.

o Parents need to know this up front because it helps to prevent some inevitable dissatisfaction if the team suffers a string of losses.

• What else can you do to prepare for the Team Manager responsibility?

o Be willing to listen to parent’s complaints and concerns. o Keep private information provided to you in confidence. o Encourage parents to become active participants in the North Tacoma Soccer Club

organization. Don’t be afraid to ask them to help out! o Know the policies of North Tacoma Soccer Club and be ready to explain them to interested

parents. This includes the Bylaws and Standing Rules (available on the website). o Handle confrontations one-on-one, not in a public setting. Be willing to listen – often that

will be all that is truly needed. o Allow the coach to make all the coaching decisions. Don’t make promises for which you

have no authority. o Be consistent and fair in your dealings with parents and players.

Sparta Team Manager Handbook 060616 - Nortac Team Manager Handbook 060616.pdf · North Tacoma...

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