SOUTH CLUBS’ WOMEN’S HOCKEY LEAGUE

SOUTH CLUBS’ WOMEN’S HOCKEY LEAGUE

SEASON 2013/14

SEASON START UP DOCUMENT

INDEX

  1. INTRODUCTORY LETTER3
  2. LEAGUE FEES3
  3. RULES AND REGULATIONS UPDATE4
  4. REGISTRATION /TRANSFERS4
  5. MATCH FORMSAND RESULTS SERVICE6
  6. FIXTURES AND MATCH INFORMATION7
  7. LEAGUE COMMITTEE AND CONTACT NUMBERS9
  8. DISCIPLINE/ CONDUCTAND HOSPITALITY 9
  9. HANDBOOKS11

10.CAPTAIN’S MEETINGS11

TIMETABLE FOR SEASON 2013/14
July 1st2013 / Deadline for Club details required to be sent to League Secretary
Aug 1st2013 / Deadline for venues and match times to be sent to Match Secretary and Umpires Appointments Secretary for Div 1 and 2 and Div 3 liaison for Div 3a and 3b for first half of season.
Aug 31st2013 / Deadline for payment ofdiscounted league fees - £50
Sept 6th 2013 / Deadline for payment of all league fees
Sept 13th 2013 / Deadline for registration requests and starred player requests for first league game
Sept 13th 2013 / Deadline for Div 1 and Div 2 to nominate a level 2 umpire or level 2 candidate to SCHUA and notify the League of that nomination, otherwise that team will start the season with an automatic 12 point deduction.
Sept 20th 2013 / For clubs with teams in EH - Submission date to Registration Secretary of preliminary list of 11 players not eligible to play in SCWHL
Sept 21st 2013 / First league game - all divisions
October 8th 2013 / For clubs with teams in EH - Submission date to Registration Secretary of final list of 11 players not eligible to play in SCWHL
Dec 1st 2013 / Deadline for venues and match times to be sent to Match Sec and Umpires Appointments Secretary for Div 1 and 2 and Div 3 liaison for Div 3a and 3b for second half of season.
Jan 1st 2014 / Deadline for transfers from other SCWHL clubs
Jan 11th 2014 / Start of league games for Div 3a and 3b
Jan 24th 2014 / For Clubs with teams in EH - Confirmation list of 11 players not eligible to play in SCWHL
Jan 25th 2014 / Start of league games for Div 1 and 2.
Feb 14th 2014 / Deadline for last league registrations requests
Mar 22nd 2014 / Last prescheduled league game of the season

1. INTRODUCTORY LETTER

June 2013

Welcome to another season in the South Clubs’ Women’s Hockey League and a special welcome toAndover, Horsham 2, Oxford Hawks 2, Surbiton 3 and West Hampsteadwho won their respective County leagues and gained promotion into our league. Congratulations are due also to East Grinstead 1who gained promotion to English National League, Tulse Hill and Dulwich 1 who gained promotion to Division 1 and Eastcote and Surbiton 2 who gained promotion to Division2.Welcome back to Staines 1 who return from English National League.

This document is intended to keep you informed about developments within the league and to inform league reps, new and old, of the tasks that need to be completed before the league can start. Please remember tolog onto the league website at at any time to keep up to date with what is happening in the league. The website is going to have a makeover this summer and it is hoped that it will updated during early July with amendments to rules and regulations and personnel.

2. LEAGUE FEES

The league fees for all divisions is a discounted £50if you pay before 31st August2013, however if you miss that deadline and your cheque is received after that date then the cost of joining the league will be £100. In any event payment must be received by 6th September 2013otherwise you will not be able to participate in the league.

Invoices will be sent out in early July to your designated league rep. Please pass this on to the appropriate person in your club as soon as possible.

Please send your cheque, made payable to SCHA to:-

Pat Welford,

SCWHL Secretary,

7, SwaledaleGardens,

Fleet

GU51 2TE

This year teams will be able to pay by Bank transfer - details can be obtained by emailing .

Division 1 and Division 2 Yourclub will be invoiced by SCHUAfor the umpire fees, so please look out for this invoice.

3. RULES AND REGULATIONS

A full version of the Rules and Regulations for season2013/14can be found as an attachment to the covering email of this document, it will also be on the website after 1st July as well as in the handbook which will be sent out before the first game of the season.Please make sure you read and understand the rules– and note the deadline dates for registration and transfers. Please contact me if you have any questions or queries.

4.REGISTRATION/TRANSFERS

Registration Procedure

  1. Contact your FixturesLive Club Administrator or ask to be made a club administrator as the registration system can only be accessed by a club administrator.
  1. Any player you wish to register must first be entered into your club membership database in FixturesLive.
  1. Your club administrator can then nominate any player from your club membership database for registration by the league by logging into Fixtures Live. On the left hand bar select League Registration
  1. Select correct league in this case South Women's Hockey League
  1. Select new registrations, select team required. The screen will display all your club members.
  1. To register players for the selected team tick the box of the players you want to play in that team . Scroll to the bottom of the screen and select the Continue button. Then click the Register button - this will submit those players for registration. The league will then approve or decline the request.
  1. When you want to see who is registered click on "Teams part of this registration regime", then click pitchside list. This will give you name and id of the players registered for that team. To go back select tool bar "Pitchside list registered players"
  1. You will be given an option to select starred players. This is only applicable if you have more than one team in SCWHL. You will have to select 10 active outfield players. (see SCWHL Rule and Regulations number 4)
  1. Updating starred players can only be done during the designated periods see below Note 1. To update the starred players list click on update and delete or add the players by clicking on the star box, when you have completed this click on the Save button.
Note 1. Initially the starred players feature is open from 1st August 2013 until midnight on 13th September. The system will then be open between the following periods:- 27th Oct - 8th Nov2013, 19th Jan - 24th Jan 2014 and 16th Feb - 28th Feb 2014.

What will you need to do now?

When the registration system is open, this season it will be on August 1st 2013, it is preferable that you register your players as soon as possible, so you can check that all your requests have been processed well before the first playing date. This is beneficial to the League Administrator and yourselves – and can avoid any misunderstandings later. When you are registering your players please remember to notify the Registration Secretary by email when you have completed your registrations.

All registration requests must be received by the end of Friday 13th September 2013in orderto be eligible to play in the first league game on 21st September 2013. If requests are received after 13th September they will NOT be eligible for the first league game.

Things to remember

  • The number of players you can register is 40 if you have one team plus an extra 20 players for each subsequent teamin the SCWHL.
  • Seven clear days rule are needed for registrations to take effect – i.e. if you propose a player on a Friday they will be registered from the following Saturday.
  • You must email the registration secretary to notify them that you have proposed a player for registration.
  • You will also be able to star players using Fixtures live, simplifying the process and enabling you to see who you have on your starred list whenever you want to view it.
  • Please note that the FixturesLive registration system will be closed for registrations from the fifth game from the end of season. The last date to request registrations is therefore Friday 14th February 2014

Transfers

A reminder that no players can transfer from one SCWHL club to another SCWHL club after 1st January 2014.

As a point of Player transfer etiquette - if you have a players transferring to you from any club, it maybe worth you checking with the players previous club to see if there were any outstanding debt – match fees/subs etc, or that the player is not in current receipt of a red card or even if there is any kit hat has to be returned..

5. MATCH FORMS AND RESULTS SERVICE

Match Forms for this season can be downloaded from the SCWHL websiteand will be available to do so in August 2013. Please remember to download both sides of the form.

Please take note of the following:-

  • Complete your list of players for the fixture including their ID and shirt number. List these in alphabetical order…. this is the order as listed on Fixtures Live. Also put your division, team name, opposition name, score and date on the top of the form.
  • The completed match form should be handed to the umpires 15 minutes before the scheduled start time of the game.
  • Put a star against the name of any bench player (if you only have 11 none can be a bench player).

FixturesLive has an SMS service that enables clubs to text results directly into the system. Clubs must use this SMS service, by getting their FixturesLive administrator to register a ‘captain’ as the FixturesLive contact and registering that contact’s mobile phone number. (This does not necessarily have to be the team’s captain as long as the person nominated is going to be available immediately after every game and will take responsibility for texting in the result.) Clubs should only telephone in their result if there is a problem with the SMS system.

After the game the Home team must do the following:-

  • Complete the form clearly,legibly and enter the result. Check that the umpires have entered the goals scored their method and any cards given. The umpiresshould have marked the reason for any cards given with a P for a playing offence and D for dissent. Get the form signed by both the team managers and umpires.
  • Submit the result of the match to the results service by text to 07976 601028 in the format homescore awayscore PIN (e.g. 4 2 1243) from your registered mobile phone number entered to the FixturesLive website. You will receive text confirmation. If you do not get this confirmation or receive an error message text, you must contact the Match Secretary or for Divisions 3A and 3B – the Division 3 Liaison Officer on0844 8046075and leave a message on the Voicemailif there is no response. Failure to do so will result in a fine. If you do make a mistake when entering your result, there is a facility to correct the information The result should be notified to FixtureLive before 6.30pm on the day of the game.
  • Scan both sides of the form – making sure that the scan is full size so it is legible when received by RegistrationSecretary. Email to Registration secretary no later than the Wednesday following the match. Failure to do this will result in a fine of £25 as per rule 7.3.The email must be sent – read/receipt which willautomatically notify you when the email has been opened. It is your responsibility to check that youremailhas arrived in time.
  • Also post the match report form as soon as possible to Caroline Hitchcock at Eastcot, Jolesfield, Partridge Green, RH13 8JT.Make sure the envelope is of a small size and that it has a first class stamp.
  • If, for any reason you cannot scan the match form, you must send it by post to Caroline Hitchcock at the above address. However, if the report is received later than the Wednesday deadline or it does not arrive (gets lost in the post), a fine of £25 as per rule 7.3 will be levied regardless.

The match forms have the above details including the SMS results service number and the address for the registration secretary printed upon them. Please remember that there is a space on the form for feedback about the game. Please feel free to make constructive comments.

The Match Report forms have been re-designed for those teams who play in Division 1 and 2. These clubs are encouraged to enter feedback about the umpires via the SCHUA website and are no longer required to fill in comments on SCWHL forms. In addition, specific comments can always be addressed by email or phone to the Appointments or the Chair of Selectors Kevin Burge

Teams in Divisions 3A and 3Bshould continue to fill in constructive comments about the umpiring on the match report forms.

The Home team must submit the result via this system by 6.30pm on the day that the match is played. Late notifications will result in a £25 fine being levied on the home team. Each team can also inform the league of their scorers using FixturesLive no later than the Wednesday after the game (see below). Please remember to check that you have received the SMS text response from FixturesLive after submission.

6. FIXTURES AND MATCH INFORMATION

All fixtures are published on FixturesLive () as well as on the south league website (). Your representative at the AGM was also given a copy of the fixtures.The fixture lists also contain the slip dates in case of postponed games – please ensure that your team treat these dates as playing dates – especially towards the end of the season as it is important that all rearranged games should be played by the last slip date of the season.

To complete the fixture list, all clubs must ensure that their venue information is entered on their club’s area of FixturesLive.

Clubs in Divisions 1 and 2 must then ensure that you send your starttime and venue for each home game up until Christmas to the Match Secretary and to the Umpires Secretary by August 1st2013. Please note the time required is the actual match START time and not the time that the pitch becomes available.

After you have notified the relevant personnel of your start times and venues, please check on the SCHUA website to see if your start times and venues have been recorded correctly. SCHUA personnel do not use the FixturesLive website.

Clubs in Division 3A and 3B please send your start time and venues to the Division 3 Liaison Officer and to your County Umpires Organiser. Your county organisation will contact you so please send details in by their deadline.

Home games times and venues scheduled after Christmas must be received by December 1st2013. It is, however, helpful, if you do the whole season at once, but we realise that some clubs may not be able to do that. Please note for Divisions 1 and 2, from the beginning of the first week-end in November to the end of the last week-end in February, matches shall be scheduled to start no later than 2.30pm. For Divisions 3A and 3B from the beginning of the first week-end in November to the end of the last week-end in February matches shall be scheduled to start no later than 3pm.

The start times and venues published in FixturesLive should be considereddefinitive. You must inform the Match Secretary (Division 1 and 2) or Division 3 Liaison Officer (Division 3A and 3B) immediately of any changes to a scheduled start time and venue. The relevant officer will accept any change notified 21 days before the start time but may instruct that the match be postponed as this can depend on umpire availability. The relevant officer can decide not to accept any change notified less than 21 days before the scheduled date. If you have to change the start time or venue after the 21 day threshold, contact the relevant officer at once and state a reason for the change. If the change is accepted, immediately contact your opposition and Umpiring Association – Divisions 1 and 2 contact umpiring @southleague.co.org and for Divisions 3 contact your county umpiring association. Once agreed, contact the relevant league officer who will update the Fixtures website with the correct information. If a game is cancelled on the day ( e.g. bad weather), please make sure that as a minimum you contact your opposition, umpires and then the Match Secretary or Division 3 Liaison Officer to ensure that no unnecessary traveling is undertaken. It is important that you nominate someone to be the Saturday contact.

All teams use FixturesLive to find out start times and directions to venues, but normal confirmation rules still apply as you shouldn’t assume opponents will get this information from the website.

Please contact the League Secretary, if you have any problems using the system or queries about the system. There are a series of user guides to assist with common tasks within the Help function of FixturesLive.

Pitches

There are a growing number of 3G pitches in the South. According the EH information there are now about 12 certified and approved sites in the South, although not all are used for club matches. A full list of certified and approved sites can be found at