CWSA Team Management Handbook Manager Information Manage Roster and Contact Information Your team s roster and contact information are listed on your team page on the CWSA website. Your roster is initially set after tryouts based on the players who were accepted on to the team by your coach. You are responsible to ensure that this roster and the contact information for your team are finalized and correct on the web site. Email the CWSA Registrar to add or remove players from your roster. Registration An email to have each player register and pay their $300 club fees will be sent out shortly after team rosters are finalized. Players may pay in full or set up a credit card auto-pay which will allow them to choose a payment plan of 2, 3, or 6 payments. If a player wants to pay by cash or check they must pay in full. Registration must be completed by the end of June. New players requiring a US Club player cards must register in order to for the registrar to submit for their player card. A report will be sent to each manager at the beginning of July listing any players who have not registered. These players will not be allowed to participate in training or tournaments until they have registered for CWSA. Paperwork Managers must have in their possession and bring to games the following completed & signed forms for each player: o US Club Soccer Medical Release Form o Concussion Form o Academy Handbook Player Conduct Form You are responsible to ensure that each player completes these forms. 1
You must also provide a copy of each of these forms to the club registrar. A scanned copy emailed to the registrar is preferred. US Club Soccer Player Cards Managers are responsible to carry the player s US Club Soccer Player Cards. US Club Players cards are valid for one year from August 1 st to July 31 st. Proof of birth date is required (State ID, state issued birth certificate, or passport) is required and a completed signed US Club Medical Release form to submit for the US Club Player card. Player must be registered on the CWSA web site and the medical release forms and proof of birth must be emailed to the CWSA registrar so that they can submit for the card. If you have a new player and a game or tournament is coming up that you want them to play in please note that US Club Player Cards can have lead time up to 10 days so please plan appropriately for obtaining a card in time for your event. Uniforms CWSA teams wear navy and white Nike uniforms. Nike has a 2 year cycle on their uniforms. Teams must all wear the same uniforms set (you cannot combine an old uniforms and new uniforms style on the same team). We use the Soccer West online ordering system. Uniforms will come already screened and ready to wear. Uniforms cannot be returned once delivered - so ordering the correct size is important. CWSA has sample uniforms at Yakima Indoor Soccer Arena (YISA) and your team can arrange with CWSA a time to come down to YISA and try on the samples for correct sizing. Team Managers will receive a link to a uniforms administrative page. Go to this link to enter your team s player's email and contact information. Each player will then receive an email asking them to sign in and order their uniforms. The team manager will be able to monitor on the administrative page who has ordered and what. They can also send follow up links to order from the administrative page. The web ordering page will indicate "required items" - however your team can choose what they are going to determine is required for your team. If you do not order an item that is required - the web page will warn you - but you can complete your order without purchasing it. Teams are welcome to try and wear a previous year's uniforms set - however if you need new uniforms - finding new pieces is incredibly difficult or impossible. You may be able to buy used sets from other players who are moving to the new uniforms. If you choose to do this, you may continually be struggling to find uniforms pieces for new/guest players throughout and at 2
the beginning of the next season. We highly recommend investing into this 2 year cycle to ease these kinds of issues. Once uniforms have been initially ordered additional pieces will be available for purchase by going directly to the soccer west website http://www.shopsoccerwest.com/ under the Team Uniforms tab. Practice Shirts CWSA players can buy practice shirts on the Soccer West web site or through Yakima Sports Supply in town. Players should wear their CWSA practice shirts at trainings and club events. Tournaments and PSPL Season Registration Managers are responsible to schedule and register for the team s summer tournaments. Most summer tournaments will require that you have US Club Player Cards for all of your players and some will require an official US Club Roster. You can obtain an official US Club Roster from the club registrar. Managers are responsible to register their team for the PSPL League Play in both Fall and Spring. Please watch the PSPL web site and emails so you are aware when registration opens and closes. Please note if your team has schedule constraints it is highly recommended that you indicate these at the time of registration to mea@pugetsoundpremierleague.com. CWSA Web Site for Team Communication Each team has a team page on the CWSA Web site which is a great tool to use for team communication. Once you log in, all players on your team can access the team contacts. Managers and coaches are able to send emails/texts to the entire team in just a few clicks. Schedule information can be added with your games and practice dates and times. The system will automatically email and text players game and practice reminders (as long as they have send game & practice reminders checked in their member profile information). You can post pictures and bulletins (that can also be sent by email) on your team page. The Manager and Coach User guide is located here: https://leagueathletics.com/help/coachguide/index.shtml. 3
PSPL League Management The PSPL will post league play schedules according to the information on their web site. Inevitably there will be some games that require game rescheduling. If a home game is required to be rescheduled you will need to access the CWSA Game Reschedule Request link on the CWSA website under the Coach/Manager Resource tab to submit your request to the referee and field scheduler. It is password protected the password is cwsamanager. There is also a Manager Resources page that is password protected ( goacademy ) that gives information on Field Setup and Tear Down, more information on Field and Referee Scheduling (including a link where you can view what referees have been assigned to your games), and links to other useful manager resources. Please become familiar with the PSPL Manager Handbook and Match Procedures. Links to the PSPL Manager Handbook, Match Procedures and Game Day Roster Sheets are located below and there are also links located under the CWSA Website s Coach/Manager Resources tab: Manager Handbook: http://www.pugetsoundpremierleague.com/home/557187.html Match Procedures: http://www.pugetsoundpremierleague.com/leagues/match_procedures/index_e.html Game Day Rosters: http://www.pugetsoundpremierleague.com/docs/pspl_game_roster_r8.pdf A manager meeting will be held prior to Fall and Spring Leagues starting to review the manager roles and responsibilities for PSPL League Play. Treasurer Information Set up a Bank Account Get an EIN # Non-Profit call Business & Specialty Tax Line 1-800-829-4933, M-F, 7am- 7pm or apply online at https://sa.www4.irs.gov/modiein/individual/index.jsp. When choosing the type of legal structure choose View Additional Types and then Sports Teams (community). Set up your bank account (small business non-profit). Preferred bank is Bank of America but you can choose any bank. Bank will require your EIN and meeting minutes as to who will be on the bank account. Be sure to get a debit card and checkbook for team expenses. 4
Bookkeeping Make spreadsheet for each player and send out monthly statements via mail or or email. Contact other treasurers for examples of spreadsheet and statements. Each treasurer has their own style just make sure you are keeping good records. New teams may want to collect a startup or sludge fund amount. Team Fees Coaching Fees: Your coach is paid per player based on their license. License E, D & C $35/month, B $40/month, and A $45/month. Coaches Travel: Coaches are reimbursed for their travel costs. Travel expenses are paid a flat $100 per trip unless overnight accommodations are needed then associated hotel and $35 a day meal allowance will apply. These expenses are divided by the rostered players. When you stay at a hotel, always ask to see if you can get the coaches room for free. Club Fees: Each month you will take $70 out of the coaching fees and pay them to the club. This will be billed through the club website and is paid online. League Fees: Each season you will apply for PSPL league play. The fee is split by the team (like a tournament) and fees are based on the division you play in ($500 Premier, $350 Classic, $200 Copa per season). Your coach and the DOC will determine which division you are playing. You apply and pay on the PSPL website http://www.pugetsoundpremierleague.com/registration/index_e.html. Registration for fall is currently open and closes on July 30 so you will need to collect and register for this soon. Tournaments and other team expenses are shared by the rostered players. Team expenses are shared by the rostered players on the team regardless of participation. The expectation is that all players will be committed to participation in team events and it hurts the team if they do not participate. Team managers and treasurers can make exceptions to this rule in specific cases but this is the general guideline. Other Team Resources CWSA highly recommends that teams nominate parents to handle other important duties for the team like hotel and travel reservations and fundraising. The team manager and treasurer jobs are already very busy so if you can have another parent handling these additional 5
responsibilities it is ideal for the team. It also gets more parent involvement and leads to a better team environment. Contact Information Marty Lackey, Director of Coaching marty.lackey@gmail.com C: 509-941-8441 Kim Filingeri, Treasurer kfilingeri@senecafoods.com C: 509-945-0035 Joy Bender, Registrar/WebMaster joy.bender@gmail.com C: 509-654-6355 6