Team Manager –

This packet is designed to help you understand your role and responsibilities as a Plymouth Select team manager. Overall, as a team manager you’re responsible for:

1)Registration and Paperwork: You coordinate all of the team family communication to register players and coaches in WYSA, and you handle the paper rosters and player cards. You will also register the team for tournaments, complete game reports in advance and after league games.

2)Communication: You are the primary person to contact all involved regarding practice cancellations, game locations, dates and times of events. This includes parents, guest teams, field scheduler and ref coordinator. You’re also the voice of the parents for the Club.

3)Money: Select soccer costs money. As a team, we pay for registration, games, tournaments, field fees, referee fees, uniforms, Club dues, etc. You are the key person for handling team money.

Registration and Paperwork

Registration

Each soccer year, the team, players,coaches, and managers are required to register. The below information is needed to complete that registration.

Team: The first part of the registration process is to register the team with the respective leagues. This is typically done as the first step. Team registration deadline is early July for the Fall season and early January for the Spring. Before completing the on-line forms, you need to work with the Coaches to determine dates that you want to block during the season (tournaments or other reasons). This needs to be completed along with the team registration.

The boys and girls will play in the WYSA South East Classic League (SECL):

Registration form is the on WYSA

Information needed for team registration:

Field Scheduler: / Jill Pilling / Referee Assignor: / Mike Walsh
Phone: 920-226-0278 / Phone: 920-980-0061
E-mail:
/ E-Mail:

Players, Coaches, Team Manager: The below information is due by early July for Fall teams and early February for Spring teams:

  • PlayersRegistration is also online through WYSA, and performed by each player’s family individually. Know your team level’s roster max and the club deadline for player card requests :
  • Coaches:

As part of the WYSA rule, all coaches must be licensed and the following information needs to be provided to your Club’s Select Registrar (see below contact info):

  • Coaches First & Last Name
  • License Number
  • License Level
  • Team Managers, etc:

All other team assistants (Team Managers, non-roster coaches, etc) must hold a state issued risk management card to be present on the sidelines during any competition. This cardensures that he/she has been properly checked and approved to work with children This too provides individual membership to WI Youth Soccer Association. Approved passes are valid for a period of 2 years:

PSC’s Select Registrar:

Sara Baltus

e-mail:

920-838-2261

You’re Club registrar is responsible for preparing all player cards. You must provide a roster with player and coach names. This is the best place to provide the coach license information. All fees are due to Plymouth Soccer Club before player cards will be issued for your team. See below for specifics. The registrar will contact you when they are ready. You will receive:

1)Player cards – these are given to the head referee at each game (league & tournament)

2)Official roster – must be attached to game report

Liability Release Forms

At the time of player registration your parents will be asked to complete the WYSA medical liability. If your team is in a tournament and you don’t have copies of the liability forms, your team will not be allowed to play.

You will want to have two copies of these forms: 1) for submission at tournaments and 2) to be included with the coach’s equipment so that they are available for practices, games, etc. in the event of an injury.

PSC Code of Conduct Forms

PSC Plymouth Soccer Club, Player code of conduct form is required to be signed by players and parents. You are responsible for record keeping of that form in the event there is an issue.

Games

For each game you are responsible to provide:

1)Official Team roster

2)Officiating fees – cash only:

  1. ½ of the Referee fee in an envelope labeled “ Center Referee”
  2. ½ of the linesperson fee in an envelope labeled “Assistant Referee”
  3. ½ of linesperson fee in an envelope labeled “Assistant Referee”

3)Player cards – given to Referee to keep during game

Rescheduling a game: In the event a game cannot take place, it is your responsibility to work with the other team manager (or coach) to agree on a make-up date. It is up to the home team to secure a field and referees for rescheduled games. If we are the home team you will contact the field scheduler to make arrangements. Steps to follow:

  1. Complete the WYSA approval form and e-mail to Pat Hodgins () to initiate a reschedule.
  1. Work with opposite team manager to determine possible dates/times for reschedule.
  2. Contact field scheduler to review home field availability.
  3. Review the opposite team’s current WYSA schedule on line.
  1. Once you have determined the reschedule date, contact the field scheduler and referee coordinator for approval.
  1. Notify the final game change to:
  2. Team
  3. Field coordinator (Denise Olsen)
  4. Ref coordinator (Mike Walsh)
  5. PSC Communications
  6. Pat Hodgins

Tournaments

Your team will likely participate in a tournament or two. You are required to fill in the registration forms for the respective tournaments. Most of the information is available via the Club’s website that is hosting the tournament.

In addition to the registration forms, on the first day of the tournament you will need to supply:

1)Liability release forms

2)Official team roster

3)Player cards

Communication

The best way for you to be successful in communicating with the parents is if you have their contact information – name, e-mail, phone numbers. It’s also a good idea for the Coach(es) to have the information as well. Some key areas of communication include:

1)Games

Make sure your parents know when and where the games are being played. Sometimes it’s helpful to send an e-mail the Wednesday before the game telling the parents when and where. Include in that note directions to the field or a link to the website so they can get their own. The WYSA website has several maps:

If you can’t find the address that way, you can find the opposing teams website via the WYSA site as well:

Make sure your player’s know which color jersey to wear and always have the player bring both jerseys to every game in the event the other team is the same color. We like to promote the PSC, so wear Orange whenever possible.

2)Practices

Work with coaches regarding cancellation of practice. Let your parents know how you will be contacting them and by what time.

3)Parent Meetings

It’s important to have a parent meeting shortly after contacting players that they’ve made the team. It’s a great time for everyone to meet each other and is also useful for you to get forms filled out. Let them know ahead of time to bring along their child’s picture, signature and birth certificateso they can complete the player information and liability release forms the meeting. Finally, have them bring their checkbook as you’ll have lots of fees to pay upfront.

Some suggestions for things to do at the first parent meeting:

  1. At the meeting, make sure your parents have completed and turned in all forms: WYSA liability release, and code of conduct.
  2. Obtain all necessary contact information.
  3. Explain the costs. It’s helpful for parents to know what their money is being spent on.
  4. Decide on a team name (if it’s a new team).
  5. Collect money.

Money

There are quite a bit of Team fees associated with Select.

Your team will need a checking account. Plymouth Soccer Club works with Wisconsin Bank (next to Pick and Save in Plymouth), for our team accounts. Debbie Reichert used to be a club manager and she is extremely helpful to our new PSC managers if you want to schedule with her. Teams are allowed to go to another bank though if they want to. Typically, the head coach and team manager have the authorization to write checks against the team account.

Before you go to the bank, you will need to get an EIN number. Go to the site and register for an EIN as a not for profit community sports team (you will need the team name).

Always have parents write checks to the team, not to you personally.

If you need to be reimbursed by the team, keep a schedule of your expenses. It is advised that you keep an excel file with allteam information: parent contact information, budget, birth certificate, uniform order form, coaches/mgr expenses.

Remember to stay on top of balancing the checkbook --- it’s easy as there aren’t a lot of checks that you’ll need to write. Get enough cash at the onset of the season so you can fill envelopes for ref fees.

Thank you for taking on this important role. You help to make select soccer a success in Plymouth.