WYHA Team Representative Role and Responsibilities

Thank you for agreeing to serve as the Team Rep for your team.

Okay… so now that I’m a Team Rep. What does that mean?

Well, let’s put it this way. The coach is there for the kids… you’re there for the parents. You are the link between your child’s team and Westfield Youth Hockey Association(WYHA). Tasks you may be called upon to perform can include things like…

* paying your team’s half of the referee/timekeeper fees at GSL games

* preparing your half of the team’s game sheet before GSL games

* organizing holiday/end of year shindigs

* researching and coordinating team participation in special tournaments

* relaying information from the league, WYHA, and the coach to the team

Every head coach is different. It is a good idea to talk to the head coach so you’re both on the same page (there are some duties coaches prefer to handle on their own; find out what these may be.)

It is always important to remember that the head coach is in charge of the team and has the authority to make final decisions.

How will I get this information?

Typically, via the website, email, and the envelope assigned to you at Amelia Park’s front desk. I recommend checking your email at least twice a day, and your envelope every time you’re at the rink. For example, the referee/timekeeper fees (usually ten games worth) will be put in your envelope as needed.

What’s the best way to pass it along?

How you communicate with your team is completely up to you. Emails, phone calls, one on one interaction, etc.Whatever you are most comfortable with. As long as everyone is kept up to date, it doesn’t matter. Make sure everyone knows how to get to our website at for league contacts and other resources. Ensure everyone is getting email updates from WYHA. You can use your team page to update news items, post pictures, and email your team.

The Team Rep wears many hats during the hockey season. You may find you do not have the time or desire to do all of the above. It is okay to delegate some of these duties to other team parents. The benefit of including parents you can rely on to get a job done is two-fold. Not only does it lighten your load, it also makes others become responsible and makes them feel even more a part of the team. Parents who are part of an endeavor find it more difficult to offer criticism, and tend to have a more positive outlook. Team effort, takes on meaning off the ice, too!

Pre-Season Preparation

  1. Provide your contact information (phone, email)
  2. Talk to your head coach and the information on their expectations of you.
  3. Become familiar with our organization website and the GSL website as they will be excellent resources.

Website Information

Using your own personal password the Coach and Manager will have the following rights:

•Email members and include attachments

•Edit game results

•Edit player statistics

•Post general events – practices and games can only be added by scheduler

•Upload team documents

•Upload pictures

  1. Become informed by attending WYHA board meetings. If you are not able to attend, please have a delegate attend.
  2. Solicit help. As you will quickly find out team management can become a big job. This is the time of year to solicit help. Find out who is willing to chip in so as things come up you can delegate.
  3. Paperwork
  4. A copy of each players birth certificate is required.
  5. Consent to Treat
  6. Get a copy of all the coaching cards of all the coaches on the ice.
  7. Fundraising
  8. Talk to your head coach about their ideas on financial needs during the season and how to accommodate them (games, tournaments, parties, etc.)
  9. Talk to your families about their ideas on financial needs during the season and how to accommodate them.
  10. Does your team want to just write a check or do they want to fundraise to reach your goals?
  11. Come up with a target amount of money.
  12. Team folder/binder. See below for recommended folder section guidelines.

Recommended Team Rep Folder Sections

Roster:Keep a copy of the team roster with current contact information in. It’s also a good idea to make sure all team members have a copy.

Team Forms:You must have a copy of each player’s birth certificate and consent to treat form at every game.

Schedule:The ice and game schedules. Be sure to check website frequently.

Game Sheets:Blank game sheets are usually provided by the home team prior to GSL games. Upon game completion, you will get a signed copy from the timekeeper.

Roster Labels:These make filling out the game sheet a heck of a lot easier. You will need three labels for each game, making sure to cross out players not competing that day. Also, keep a copy of each coach’s CEP number in case they don’t have their cards handy.

GSL Info:The GSL website has important information you may want to keep on hand. For example: Team Codes, Fee Schedules, updates, bulletins, contacts, etc.

Rink Info:Visit the GSL and WYHA websites to print arena addresses, phone numbers, and directions.

Fundraiser:To offset tournament and the aforementioned shindig costs, teams are permitted to implement their own fundraisers during the season. Keep in mind that there are some restrictions concerning logo usage and merchandise sales, so check with WYHA for consent before any fundraiser.

Tournament:Any paperwork relating to a tournament including a copy of each player’s birth certificate. Arena information, hotel and/or meal reservations, maps, etc.

USA Hockey:All USA Hockey forms including but not limited to: Coaching Code of Ethics; Parent and Participant Code of Conduct; USA Hockey Incident Report; etc.

Forms:Award Patch Order Forms, Merchandise Order Forms, etc.

During the Season

  1. Bring paperwork (Birth certificates, consent forms, and rosters) to all games.
  2. Bring roster stickers and adhere to game sheet. The Home team is responsible for the game sheet.
  3. Paying referees and timekeeper before the start of each game. Fees can be found on the GSL website.
  4. Share information with parents and players.

Wrapping Up The Season

  1. Order Play Maker, Zero, and Hat Trick Patches for those players who earned these awards
  2. Awards can be earned during any USA Hockey sanctioned game, including tournaments. A skater cannot receive duplicate types of awards in one season. Askater can win only one of each potential award during the skating season.
  3. The following are the types of patches a skater can earn in one season.
  4. HAT TRICK Player scores three goals in one game.
  5. PLAYMAKER A skater has 3 assists in 1 game.
  6. SHUTOUT (or Zero) Goalie has a game Shutout. In order for thegoalie to receive this award, he/she musthave at least one save.
  7. The forms can be found on WYHA or Mass Hockey websites. A copy of the game sheet must be included.
  8. These can be ordered all at once or in smaller groups throughout the season.
  9. Coordinate with Secretary for WYHA trophies/gifts for players.
  10. Organize a Farwell Party
  11. Often, the team requests a farewell party to thank those directly responsible for the season's coordination. This is when awards, gifts, and gag gifts, or leftover funds from the year should be distributed.
  12. Relay information to parents on evaluations and tryouts in March or April.

Phew…

Ok you know your role, you understand your head coaches expectations; you’ve done a lot of research and reading, asked a lot of questions…

Your parents are informed, know how to reach you, and you know how to reach them…

And you’ve probably already dealt with your first problems…

Now you’re asking yourself…how the heck did I get myself into this…

Well…because you’re the best, you want a good experience for your child and the team.

Very few will say Thank-you but always know how important you are to the team this year. Without your work this would not be possible.

On behalf of the WYHA Board THANK-YOU, we do appreciate and value your work our teams.

Well, I hope that makes things a little easier. The league and I extend our deepest gratitude to you for lending your services to your team and helping to make a wonderful organization even more so.

If you have any questions, please contact Tim McMahon at or 413-454-4615.

Team Representative Responsibilities, TFM, 8-2013