RYHA TEAM MANAGER HANDBOOK

Transcription

1 RYHA TEAM MANAGER HANDBOOK

2 Introduction Welcome Team Managers! Thank you for volunteering your time and effort to make the hockey experience a rewarding one for each member of your team. This manual was put together with the hopes of making your job a bit easier by explaining the duties of the Team Manager and by providing a resource to help answer your questions when they arise. Remember, you are not alone in your role. There are many experienced Team Managers in the ranks to help answer any questions you may have. The most important aspect of the Team Manager s job is communication. The parents, players, coaches and administration will rely on you to get information out and respond to questions. You will also organize and coordinate different activities that relate to your team. You will get to see and experience many different aspects of your child s hockey program. You are an integral part of your team and they will come to rely on you. While this may seem overwhelming at first, it is an incredible experience that only gets better with time. Thank you again for taking on this role. Without volunteers like you, RYHA would not be able to provide our hockey players with the level of quality and support they need to reach their goals. RYHA welcomes any contributions you would like to make to this manual for future Team Managers. Communications Communication is the key to keeping everything running smoothly. Over the course of the season your primary responsibility is to make sure all the information from RYHA and your coaches makes it to each player/parent so everyone is kept well informed. There will also be times when you will be asked to gather information as well. Here are some guidelines in establishing your lines of communication. 1. Once you obtain the team list, verify the information that you have (i.e., correct spelling of names, address, phone numbers etc.) and create both contact lists for you and the coaches to have in order to contact a player or parent. 2. Next create an distribution list. This is very helpful, because you will be sending numerous s throughout the season. 3. Ask parents and players for any additional contact information such as parent s work or cell phone numbers and any additional addresses they wish to use. 4. Usually one of the first s sent out is an introduction from the team manager.

3 Team Rosters As team manager you will be responsible for finalizing the team roster provided from RYHA. Once you receive the roster, review the information for accuracy and notify RYHA s administrator of any corrections. Once the final roster is issued, each player (excluding Mites) must sign it as well as the coaches before it is returned to RYHA s administrator who will submit it to USA Hockey. Team Web Page Each team is provided a web page on the RYHA website for the season. The web page provides not only a central information point for the team but also a place where the team can celebrate its team spirit throughout the season. The web page has places for the team roster, calendar, coach s information, team logo s and pictures. As with most websites, there are guidelines established by RYHA that should be followed. These guidelines are noted here and can also be found on the RYHA Policies and Financial website. Web Page Team Manager Document This documentation is designed to make it easier for you to use the different features associated with your club's website. These capabilities will make it easier for you to communicate with and manage your team. This manual will explain step by step how you can: Add or Edit a team bulletin Edit game results Edit player statistics Edit Team Websites information Edit member information Post a general event Upload a document Upload photos All of the above features will be available to you after you are signed in under the Admin section of your site. Also, additional field specific help is available on each form by clicking the blue help dots to the left of each field. Please click on the following link: League Athletics Web Site Team Manager Document

4 Forms In addition to the Team Rosters, there are other forms that RYHA requires to be filled out and kept on file by either the Administrator or Team Manager. Copies of these forms are included in a separate link under the Team Manager link. Completed forms to be kept in the Team Manager Binder by the Team Manager Teams are: Certified T1 Player Roster (for Travel Teams Only) Copy of all Coaches CEP Information (Travel Teams Only) Copy of Player Birth Certificates (Travel Teams Only) Copy of International Player Authorization (Travel Teams Only) USA Hockey Player Code of Conduct Parent s Code of Conduct USA Hockey Consent to Treat Copies of all Game / Exhibition Score Sheets Additional Information All Coaches, Assistant Coaches and Team Managers must complete a Background Check every three years by October 31 of each year. Background Q&A and Background instructions form can be located in the Coaches Corner on the Website. Other forms located on the Team Manager Link that may be requested or used during the season are: Case Report and Accident Claim Form USA Hockey Score Sheet for Travel Teams will be distributed at the Annual Coaches Meeting. Extra Copies can be obtained through the Administrator at administrator@ryha.org RYHA Score Sheet RYHA House Score Sheets will be distributed at the Annual Coaches House Meeting. Extra Copies can be located at EACH rink (take only game supply) in the RYHA Snack Schedule Score Sheet Labels (HOUSE SCORE SHEET LABELS

5 Game Time Parents can play a large role in assisting with some of the off ice duties of each game. Ideally, both teams will provide 2 volunteers. Volunteer to operate the clock or fill out the score sheet. Volunteer to man the penalty box. As team manager, these duties default to you to either handle or recruit some help with. It is very difficult to try to handle them all yourself. Encourage your parents to learn and help it is a great way to get involved! Penalty Box: Running the penalty box seems like a relatively easy position to do. And most of the time it is! The main function is to open the door to let the player in when the referee motions there is a penalty. The time keeper will enter the penalty on the clock and the countdown will begin when the game resumes play. Before time expires, you may have to get the coach/asst coach s attention to inquire if the player should be directed to the bench or back to the game. This happens more at the lower levels. Once the penalty time is up, open the door and let the player out. Always make sure the doors are closed securely to avoid accidental opening if banged into during play. There are times when you may have more than one player in your penalty box. They will be released as their individual times run out on the time clock. If at any time you have a question, ask the person running the clock or doing the score sheet to clarify. Penalty box use begins with the Mite level. As they are young and learning, you may occasionally have to console a tearful player. You may want to ask them if they know why they had a penalty called and explain their penalty to them so they can understand the rules of the game better. Scoresheets The score sheet is the who, what, when, where and why of each game. When you first look at it, the score sheet seems a bit intimidating but it is actually pretty easy to fill out. Here s a breakdown of each section for reference. Coach head coach of each team Division Mite, Squirt, PeeWee, etc. Date game date

6 Scorekeeper name of person filling out score sheet Location rink game is being played at Home/Visiting team team number and name each Players Name each player and their number on your team. This information as well as team name and coaches are easily put on a label that can be placed on the score sheet instead of filling it in by hand. Infraction these are penalties called by the referee and a player has been sent to the penalty box. The referee will approach the timekeeping area and tell you what the penalty is for and which player it is called on. Record the penalty, which period it occurred in, the player s number, how long the penalty is for (2 min etc), the time on the score clock of when the player went into the box and what the clock time was when the player was released. Goals again the referee will approach the timekeeping area and tell you who scored the goal and who, if any, got an assist. Note the period it occurred, the player s responsible and the time it occurred from the time clock. Goaltending for each period you can mark how many saves the goalies made. These should be actual saves the goalie made that prevented the puck from scoring. At the end of each game, record the final scores in the boxes at the top and have the referee s sign the bottom of the score sheet. Each team should receive one of the copies of the score sheet for their record and for the coach s use. The scores from the game are then entered by the Team Manager on the RYHA website. *To save time and avoid having to write your player s names on each score sheet by hand, the use of labels has become popular. Choose one of the larger label formats such as Avery 5963 or a 2 x 4 shipping label, and save the template in Word. In order for the label to print end to end you must rotate the print. Once you have saved it you can then you can save it for future teams. Time Clock: The thought of being responsible for the time clock can be downright scary! It is the least popular job of all the off ice duties so don t be surprised if you don t have many volunteers at first. It s not as difficult as it seems and is best to learn at the lower levels when the play is slower. Remember don t panic and ask for help!

7 If you are taking over the clock from a previous game, first make sure the rocker switch that starts/stops the time is in the off position; otherwise it will not take the changes you are trying to make. To set the time (periods are usually 15 min in length) Press CLOCK SET then, Press ENTER Press 15 then, Press ENTER 15 minutes should appear on the scoreboard clock. On the time clock screen, make sure the arrow is pointing downward as this denotes time counting down. To change periods press PERIOD then, Press 1, 2 or 3 then, Press ENTER To change score Press HOME SCORE or VISITOR SCORE button then Press 1, 2, 3, etc. then, Press ENTER To enter penalties Press HOME PENALTY or VISITOR PENALTY key then, Press +1 (2:00) key, then, Enter the player s jersey number then, Press ENTER The penalty should then appear on the scoreboard and the penalty time will begin to countdown once the clock is started again. To remove a penalty Press HOME PENALTY or VISITOR PENALTY, then, Press CLEAR key, then, Enter the player s jersey number you are clearing then, Press ENTER twice The penalty should now be removed from the scoreboard. This is done when the opposing team scores a goal against the team with a player in the penalty box, incorrect penalty information was entered or there was time left on the penalty after the end of the game.

8 Further additional clock information please select from one of the following: Cary Ice House Garner Ice House IcePlex RecZone Jersey Socks (House Only): Miscellaneous RYHA provides one jersey and one pair of socks for each HOUSE player on your team. As team manager you will probably be the one to pick up the jerseys for distribution to the team. Jersey s will be pre numbered with the player s last name to be added at a later time if the team decides and paid for by the parents. When it comes to giving the jerseys to the player s, there is no hard fast rule to doing it. One relatively easy method is to hang the jerseys up in the locker room and let them pick on a first come basis. Hold on to any extra s until you are sure your roster is set then you can return them to the RYHA Administrator. RYHA will let you know what vendor is authorized to add last names to the jerseys. When the time comes, collect the jerseys from your player s, hopefully clean, and bring them to the designated vendor. Include with your order a printed list of jersey numbers and corresponding name. Verify that you have the correct spelling. You can then get a date/time for picking them up to be re distributed to the team. Again this is OPTIONAL and is a cost to the parent not RYHA. Snacks: Hockey players get hot and sweaty during their games. One way to celebrate or reflect after a game is to provide refreshments for the players. Juice boxes, sports drinks or bottled water and a small snack usually does the trick. Compile a list of game dates and assign players names to each date. Forward this to the parents before the first game so everyone is aware which game day is theirs. If conflicts arise, have the parents either contact you or one of the other parents for a switch. This is also a good way to break the ice in the beginning of the season and the younger players love handing out the snacks to their teammates!

9 Mighty Mites: Mighty Mites is an incredible opportunity for Mite players (Mini Mites are no longer participating) to skate during the first intermission at the RBC Centre during a Hurricane s game. Games options are coordinated between the team Head Coach and Paul Strand, CYAH Director. As Team Manger, this is a very hectic time as you are responsible for the communication between your team and the Paul Strand/Hurricane organization. Each player receives 2 free tickets (1 for the player and 1 for the parent who will accompany him/her in the dressing area). Extra tickets are available for purchase for family members/friends who would like to attend. There is also paperwork that needs to be filled out and returned to the Hurricanes. Here are some tips on how to handle this exciting and hectic time: Forward parent information, game date and time, consent form to the parents as soon as possible. Contact Hurricanes for cost of extra tickets. Forward this info to parents. Extra tickets can either be purchased in one bulk order (this means you would have to collect money for each extra ticket and use your credit card to order them) or have each parent call the group sales representative directly Have the coach supply the roster information, complete the team information form and fax it to the Hurricanes. You will need 2 goalies, as your team will be divided into 2 teams (red and white). Arrange for pick up or delivery of the extra ticket. Hand these out to the parents once you have them. Each player must have a consent form signed by the parents. They cannot participate unless this form is completed. Remind parents to bring it with them on the night of the game. It is a good idea to bring along extra copies! Remind parents of the time and place (loading dock area at the RBC Centre) to arrive at. The players/parents and their equipment will be escorted to a special dressing area. The player s equipment will be left there and you will be taken to the main level to find your seats. At the designated time, all players/parents will meet to go back to the dressing room to dress. Players will then be escorted to the ice and parents can get ready for the photo op of a lifetime. Once the game is over, parents will then meet the players back at the dressing area, undress, take their equipment to their vehicles and will then be escorted back to the main level to continue watching the game.

10 At some of the games, a shoot out will be played during the second intermission. For this, your team will need to provide 2 goalies and 6 skaters. Since the shootout has a limited number of participants, picking those who participate can be difficult. For Mite teams, some have their second year Mites do the shoot out as this will be the last time they will be able to participate Trophy s, End of Season Parties, Coaches Gifts While participation medals and medals for the placing teams of the season end tournaments are given, most teams elect to provide their player s with trophies. Placing an order for team trophies are usually handled by the Team Manager. There are several websites where you can view the trophies and their costs. are just a couple. It is a good idea to take a look at these early in the season so you have some idea of what there is on the different sites. Most orders can be placed online. Engraving is usually free if you stay within a certain number of characters. Shipping can also be free if your order meets a minimum dollar amount. Double check the spelling of your player s names before you place the order! Most teams have an end of season party to celebrate all the fun, accomplishments and hard work of the season. This party can be as simple or elaborate as your team would like. Trophies are usually presented by the coach at the party. Get your parents involved in the team party by asking for suggestions and help! The Coaches on your team have dedicated their time, patience, knowledge and experience to teach your players the skills they will need and give them the confidence and support to help them grow and achieve their goals. Most teams like to acknowledge their coaches and thank them with a gift from the team. Gift cards, wind suits, engraved whistles, plaques, equipment bags are just a few examples that have been used. Again, ask your parents for ideas and don t be afraid to ask one of the parents to coordinate the coach s gifts.