Travel Soccer Team Manager Manual Arlington Soccer Association
Arlington Soccer Association Travel Soccer Team Manager Manual 2014/2015 Arlington Soccer Association 5210 Wilson Blvd Arlington, VA 22205 703-527-0157 (phone) 703-527-0158 (fax) www.arlingtonsoccer.com Last updated June 2014 W elcome to Arlington Travel Soccer (ATS) and thank you for volunteering to manage a team. ATS recognizes that team managers play a key role in the success of our club, and we appreciate the time, energy and dedication you have committed in volunteering for this important position. This document will serve as a guide to help you manage the team, understand procedures and administrative responsibilities and know what to expect. It is intended for new managers, and can also be used as a resource for experienced managers. Again, thank you for volunteering. We look forward to working with you. Please send comments, suggestions and recommended changes on this manual to Jennifer Kosko, [email protected] ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 1 ASA Travel Team Manager Manual Updates - June 2014 Updated Staff List and Club League Rep List. Added new U15-U19B AGD. Updated amount of money passed on to teams for financial aid players Add information about Club paperwork now being collected online during registration process ASA Travel Team Manager Manual Updates - March 2014 ADDED: If your team practices or plays games at Fields Park please send the following to your families and opponents about parking at this field. Please send it each week to your opponent if you are hosting a game at this field: Please DO NOT park on the neighborhood streets behind (east of) the field, especially N. Burlington Street. There is plenty of parking space on George Mason and in the ATS parking lot. There is a large lot behind the school, which can be accessed from George Mason. There is not a lot of parking on the north / east streets, given how many homes are there, so soccer parking can cause a lot of disruption. Weather Policy Practice ADDED: Outdoor turf fields are considered CLOSED if they have snow on them. The bubble does not follow school closings. The Sports and Rec Inclement Weather line (703) 228-4715 will indicate if the bubble is open or not. Club Goal Safety Policy ADDED: Arlington Soccer Association Goal Safety and Education Policy (adopted October 2013 ) The Arlington Soccer Association (ASA) provides the Goal policy to inform and instruct anyone involved with soccer goals of the potential dangers posed by soccer goals and ways to ensure safe operations around goals. Please read (and have your parents read) the complete Player Safety Policy. The document is located on the club website under the ASA Policies and Bylaws Page. Uniforms Keeper Jerseys UPDATED: The current long sleeve Keeper Jersey is the Adidas Onore 14 Jersey in Lime and the current short-sleeve Keeper Jersey is the MLS Match jersey in Lime Practice Uniform ADDED: All players must wear shin guards to train and play in matches. ADDED: Goalkeeper practice Gear: Goalkeepers should wear the same gray and blue training gear as the field players during training, but can wear GK-specific gear for GK functional training. APPENDIX H: Club Pass & League Rules ADDED: under WAGS Restrictions If considering using players from teams that play in other leagues (non-WAGS) contact the WAGS office to determine if permission will be granted. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 2 Table of Contents Click on title to be taken directly to section ASA Travel Team Manager Manual Updates - June 2014 ............................................................................................... 2 ASA Travel Team Manager Manual Updates - March 2014 ............................................................................................. 2 HIERARCHY OF YOUTH SOCCER ....................................................................................................................................... 6 VIRGINIA YOUTH SOCCER ASSOCIATION (VYSA)............................................................................................................ 6 Medical Insurance ............................................................................................................................................................... 6 “ KIDSAFE” Forms and Background Checks ...................................................................................................................... 6 ARLINGTON SOCCER ASSOCIATON (ASA) ....................................................................................................................... 7 ASA STAFF ............................................................................................................................................................................. 7 ASA TRAVEL COMMITTEE ................................................................................................................................................... 8 CLUB LEAGUE REPRESENTATIVES ................................................................................................................................... 9 SOCCER LEAGUES ............................................................................................................................................................. 10 TEAM MANAGER DUTIES ................................................................................................................................................... 11 Where to Find Team Management Travel Soccer Information on the ASA Club Website ............................................... 11 Communication ................................................................................................................................................................. 12 Game Day ......................................................................................................................................................................... 15 League Games .................................................................................................................................................................. 15 Paperwork ......................................................................................................................................................................... 15 Club Paperwork ............................................................................................................................................................. 15 League Paperwork ........................................................................................................................................................ 16 Player Safety Policies ....................................................................................................................................................... 16 Parent Presence Policy ................................................................................................................................................. 16 Transportation Policy .................................................................................................................................................... 16 Check in/Check Out Policy............................................................................................................................................ 16 Buddy System During Breaks ....................................................................................................................................... 16 Medical Release Policy ................................................................................................................................................. 16 Background Check Policy ............................................................................................................................................. 16 Goal Movement Policy .................................................................................................................................................. 16 Injury Information Policy ................................................................................................................................................ 16 Concussion Waiver and Return to Play Protocol (adopted July 2013) ............................................................................. 17 Arlington Soccer Association Goal Safety and Education Policy (adopted October 2013) .............................................. 17 Program Council Meeting .................................................................................................................................................. 17 Registration ....................................................................................................................................................................... 17 VYSA Team Registration .............................................................................................................................................. 17 League Registration ...................................................................................................................................................... 18 Scheduling......................................................................................................................................................................... 18 Team Meeting ................................................................................................................................................................... 18 ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 3 TEAM PARENT COORDINATOR DUTIES .......................................................................................................................... 18 FINANCIAL AID..................................................................................................................................................................... 21 SPONSORS .......................................................................................................................................................................... 22 UNIFORMS ........................................................................................................................................................................... 22 Travel Team Uniform Kit Fall 2013-Spring 2015............................................................................................................... 23 Extra Uniform Kit ............................................................................................................................................................... 24 Goalkeeper Uniforms ........................................................................................................................................................ 24 Optional Uniform Items Fall 2013-Spring 2015 .............................................................................................................. 25 Uniform Kit Modifications .................................................................................................................................................. 25 Uniform Numbering ........................................................................................................................................................... 25 Uniforms for Players Awarded Financial Aid ..................................................................................................................... 25 Practice Uniform ................................................................................................................................................................ 25 Spirit Wear......................................................................................................................................................................... 26 FIELDS .................................................................................................................................................................................. 26 Rovers ............................................................................................................................................................................... 26 Equipment (Nets, Flags) ................................................................................................................................................... 26 Fields Check (Pre-Game) ................................................................................................................................................. 26 Gates Locked .................................................................................................................................................................... 26 Grass Mowed .................................................................................................................................................................... 26 Lined Fields ....................................................................................................................................................................... 26 Lights ................................................................................................................................................................................. 26 Parks & Recreation Rules (Arlington County) ................................................................................................................... 27 Scheduling Fields .............................................................................................................................................................. 27 Sprinklers .......................................................................................................................................................................... 27 Weather Policy .................................................................................................................................................................. 28 REFEREES ........................................................................................................................................................................... 29 TRYOUTS, TEAM FORMATION & TEAM MOVEMENT ...................................................................................................... 29 Soccer Seasonal Year ...................................................................................................................................................... 29 Age Groups ....................................................................................................................................................................... 29 ASA Travel Soccer Playing Up Policy ............................................................................................................................... 29 Tryouts .............................................................................................................................................................................. 30 Steps for adding additional players to your team after tryouts are completed .............................................................. 30 Rostering Reminders ........................................................................................................................................................ 30 Team Naming Convention................................................................................................................................................. 31 Player Movement .............................................................................................................................................................. 31 Player “ADDS” ............................................................................................................................................................... 31 Player “TRANSFER” (previously rostered travel player) .............................................................................................. 31 Player “RELEASE” ........................................................................................................................................................ 32 Club Pass and Movement of Players for Games .............................................................................................................. 33 TOURNAMENTS .................................................................................................................................................................. 34 VYSA STATE CUP & THE US YOUTH SOCCER ................................................................................................................ 37 NATIONAL CHAMPIONSHIP SERIES ................................................................................................................................. 37 ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 4 INDOOR LEAGUES, WINTER LEAGUES & FUTSAL ......................................................................................................... 38 OLYMPIC DEVELOPMENT PROGRAM (ODP) ................................................................................................................... 39 APPENDIX A TIPS FOR TEAM MANAGERS .................................................................................................................. 40 APPENDIX B GAME DAY GUIDE FOR TEAM MANAGERS ........................................................................................... 41 APPENDIX C TEAM MANAGER NOTEBOOK................................................................................................................. 43 APPENDIX D BEGINNING OF YEAR TEAM MEETING AGENDA ................................................................................. 44 APPENDIX E TEAM EQUIPMENT BAG .......................................................................................................................... 46 APPENDIX F DANGEROUS WEATHER ......................................................................................................................... 47 APPENDIX G US YOUTH SOCCER AGE GROUP MATRIX .......................................................................................... 48 APPENDIX H CLUB PASS & LEAGUE RULES .............................................................................................................. 49 APPENDIX I COMMON SOCCER ACRONYMS .............................................................................................................. 52 ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 5 HIERARCHY OF YOUTH SOCCER Virginia Youth Soccer Association (VYSA) is the US Youth Soccer governing body in the state of Virginia for youth soccer players VIRGINIA YOUTH SOCCER ASSOCIATION (VYSA) The Virginia Youth Soccer Association (VYSA) is a non-profit, charitable corporation devoted to promoting youth soccer in the Commonwealth of Virginia and the District of Columbia. VYSA has over 140,500 registered players. ASA is a member of VYSA. Membership in VYSA also brings with it membership in the United States Youth Soccer Association (US Youth Soccer) and US Youth Soccer’s Region 1 (Virginia-Maine). Complete information about VYSA can be found on their website http://www.vysa.com. Please bookmark this very important site. Medical Insurance Players registered with ASA and rostered on an ASA travel soccer team are covered by insurance via VYSA. The medical insurance is a supplement to the medical insurance that the player or his/her family may have through other sources or is primary insurance if a player’s family does not have health insurance. The insurance also covers any adult aides, such as additional assistant coach(es) and manager(s) who are listed on the official team roster. Information on the insurance program may be found on VYSA’s website HERE. “ KIDSAFE” Forms and Background Checks US Youth Soccer has adopted the KIDSAFE program in order to exclude from participation in its activities all persons who have been convicted of felonies, crimes of violence or crimes against children. Background checks are required by VYSA for all personnel (team volunteers, employees, coaches and administrators) working in VYSA clubs and leagues. The VYSA KidSafe/Risk Management Background Check policy and information regarding Risk Management can be found on VYSA’s website. Team Managers will complete KidSafe thus allowing their team registrar to add them to the team rosters. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 6 ARLINGTON SOCCER ASSOCIATON (ASA) Founded in 1970, the Arlington Soccer Association (ASA) is a volunteer-based nonprofit soccer organization whose mission is to provide quality soccer programs to meet the needs of people of all abilities, backgrounds and financial means, and advocates for the advancement of soccer in Arlington and surrounding communities. ASA Structure: Twelve recreational (house) clubs, the teen recreational program, the developmental program and the travel program make up the ASA. ATS Governance: The ASA is governed by a nine-person elected Board of Directors. Travel program policy decisions are made by the Travel Committee and the ASA Board. Operating decisions are made by the Executive Director of ASA and ASA staff. ASA STAFF Mary Bevis Assistant Rec Director [email protected] 703-527-7878 Oversees daily operation of Rec program, including game and practice scheduling Sam Badar Developmental Program Director [email protected] 571-217-5497 Oversees Developmental soccer program, Travel Head Coach Jerry Ellison Tournament and Events Director [email protected] 703-864-0418 Oversees the ART and ASIST Tournaments, Travel Head Coach Jake Ouimet Director of Player Resources (Travel) [email protected] College Recruiting, Travel Head Coach Soraya Strobach Registrar [email protected] 703-801-7345 Rec Registration, Rec Financial Aid Luis Gendive Auxiliary Programs Director [email protected] 571-216-6886 Oversees Auxiliary Programs, Travel Head Coach German Peri Director of Travel Coaching, U16-19 Age Group Director [email protected] 703-346-0495 Oversees all travel coaches, club liaison to CCL Mo Tayari Youth Director (U9-12) [email protected] 703-200-8068 Oversees U9-U12 Travel coaching staff, Travel Head Coach Dave Berver Program and Logistics Coordinator [email protected] Oversees uniform & equipment purchasing, Development program admin Jennifer Kosko Travel Administrator [email protected] 703-244-7280 Travel Registrar, Travel Uniforms, Travel Financial Aid Marisol Rojas Receptionist [email protected] 703-527-0157 Melyna Valdez Field Coordinator [email protected] 703- 568-8054 Liaison with county on Field issues Bob Bigney Technical Director, Rec Soccer [email protected] 571-481-8447 Oversees coaching, philosophies, etc for the Rec Soccer Program Amos Magee U15-U19 Boys Age Group Director [email protected] Oversees U15-U19 Boys Travel Coaching Staff, Travel Head Coach Justin Wilt Executive Director [email protected] 703-527-0157 Frank Demarco Assistant Director of Coaching [email protected] 703-599-5233 Works with DOTC, Travel Head Coach Diane Oden Finance Manager [email protected] 703-527-0157 Budgets and all finance related matters Jawed Sanie Director of Player Development, U13-14 Age Group Director [email protected] 703-801-8810 Oversees Travel Camps/Clinics & U13-U14 Travel Coaching staff Lizzy Stell Assistant Travel Director [email protected] 703-241-0309 Travel Tryouts, Travel Field Scheduling Nicci Wright U15-U19 Girls Age Group Director [email protected] 703 -851-2006 Oversees U15-U19 Girls Travel Coaching Staff, Travel Head Coach The following comprise the Travel Soccer Technical Staff: Director of Travel Coaching (DOTC): German Peri, [email protected] Assistant Director Coaching (ADOC): Frank DeMarco,[email protected] Youth Director (U9-12) Age Group Director (AGD): Mo Tayari, [email protected] U13-14 Age Group Director (AGD): Jawed Sanie, [email protected] U15-19 Age Group Director (AGD), BOYS: Amos Magee, [email protected] U15-19 Age Group Director (AGD), GIRLS: Nicci Wright, [email protected] ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 7 ASA TRAVEL COMMITTEE ASA Travel Committee members are current parents of travel soccer players in the club. The Travel Committee is responsible for (among other tasks and duties): • • • Ensuring that the business of the Travel Program is conducted in accordance with established rules, guidelines, and policies of the ASA and ATSP. Maintaining current and establishing new rules, policies, and guidelines for the effective management and operations of the Travel Program. Responding to Travel Program Team Manager or Travel Program Parent inquiries on an as needed basis. The current Travel Committee members are: Chairman: Paul Bobeczko, [email protected] Vice Chairman: VACANT U9-U12 Commissioner: VACANT Acting Commissioner Paul Bobeczko, [email protected] U13-U14 Commissioner: Amy Westhoff , [email protected] U15-U19 GIRLS Commissioner: Sean Hamilton, [email protected] U15-U19 BOYS Commissioner: Ben Smuthkochorn, [email protected] Secretary: Mia Petree, [email protected] Finance Sub-Committee Chair: Ramiro Crespo, [email protected] Non-Voting Members CCL Club Reps: Errin Matechak, [email protected] NCSL Club Rep: Maureen Dalbec, [email protected] ODSL Club Rep: Alisann Fatemi, [email protected] WAGS Club Rep: Kurt Schauback, [email protected] The Travel Committee meets the Third Wednesday of each month (check ASA online calendar for exact dates). The Agenda for the next meeting will be published when available (usually one week prior to the next Board meeting). The ASA Travel Committee will be publishing approved Meeting Minutes on the club website Elections for open Travel Committee positions are held at the August Program Council Meeting. Club travel parents are encouraged to consider volunteering to work on the Travel Committee. Additional Details about the Travel Committee can be found in the Travel Program Charter (Rev. Sept 2013) HERE. The responsibilities of the Travel Committee include: Chairman Supervise and direct the governance function and business affairs of the ATS. Preside over Travel Committee and Program Council Meetings. Serve as Chairperson of the Executive Subcommittee of the Travel Committee. Lead and direct the work of the Nominating Subcommittee. Lead the ATSP Subcommittees in organizing and developing proposals for ATSP rules and policies. Serve as a standing Director on the ASA Board and exercise the vote of the Travel Committee in any meeting or vote of the ASA membership. Represent ATSP in meetings with county, ASA, and other organizations. Serve as spokesperson for the needs and interests of the Travel Program and serve as a conduit of communications to and from the Travel Program community. Vice Chairman Assist the Chairperson in the execution of his / her duties. In the absence of the Travel Committee Chairperson, serve as Chairperson at Program Council Meetings and Travel Committee Meetings. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 8 Age Group Commissioners Assist the Chairperson in developing proposals for rules and policies to govern Travel Teams. Serve as CoChairpersons of the Rules and Discipline Subcommittee. Lead the Rules and Discipline Subcommittee in organizing and developing proposals for ATSP rules and policies. Ensure that all teams are aware of and in compliance with all applicable ASA, ATSP, and league policies. Facilitate communication between teams and Travel Program management, serving as a resource for ongoing team management / operations issues. Assist with the coordination of team formation and the development of age-group interaction and coordination. Help resolve disputes within and between teams. Secretary Assist the Chairperson in the efficient management of all Travel Committee Meetings. Serve as Chairperson of the Communications Subcommittee and serve as a standing member of the ASA Communications and Outreach Committee. Lead the Communications Subcommittee in organizing and developing proposals for ATSP rules and policies. Distribute monthly Travel Committee agendas. Record, distribute, and store Travel Committee and Membership Meeting minutes. Maintain master records of Travel Committee governance and operational documents and policies. Maintain list of member teams in good standing. Administer and provide for tabulation of all balloting and recorded voting. Finance Sub-Committee Chairperson Assist the ASA and champion the ATSP by overseeing and guiding the annual ATSP budgeting process and setting of ATSP player fees. Serve as the Chairperson of the ATSP Finance Subcommittee and serve as a standing member of the ASA Finance Committee. Lead the Finance Subcommittee in organizing and developing proposals for ATSP rules and policies. Through the work of leading the ATSP Finance Subcommittee, contribute to the sound and transparent management of the Club. Make monthly reports on ATSP finances to the Travel Committee and to the Membership at the Fall and Spring Program Council Meetings Members-at-Large Perform such duties and functions as shall be assigned by the Chairperson of the Travel Committee. CCL, NCSL, WAGS, and ODSL League Club Representatives Serve as principal liaison for ATSP on respective league boards. Assist the ASA Staff in ensuring administrative requirements are met for obtaining permission to play and registering ATSP teams. Assist the ASA Staff in serving as a liaison between team managers and respective registrars for team registration and roster changes. Communicate league policies, rules and procedures to Team Managers. Train new Team Managers in preparation of documents and other administrative tasks required by the league. Serve as the main point of contact to leagues in such areas as communicating multiple team coaching schedules, and other special issues. League Representatives are non-voting Travel Committee Officers. CLUB LEAGUE REPRESENTATIVES Club League representatives are ASA travel soccer parents who have children playing in the league they represent. The club league reps work with the ASA Staff in ensuring administrative requirements are met for obtaining permission to play and registering ATS teams. League reps will also communicate league policies, rules and procedures to travel Team Managers in addition to training new Team Managers in preparation of documents and other administrative tasks required by the league. Club League reps attend league meetings representing ASA. Club League reps will also distribute any league materials to travel teams. Current Club representatives are: CCL Club Reps: Errin Matechak, [email protected] NCSL Club Rep: Maureen Dalbec, [email protected] ODSL Club Rep: Alisann Fatemi, [email protected] WAGS Club Rep: Kurt Schauback, [email protected] ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 9 SOCCER LEAGUES Arlington Travel Soccer teams participate in the following leagues: Club Champions League (CCL) http://www.clubchampionsleague.com/ CCL provides play for boys and girls team ages U9 to U19. The CCL requires that member clubs commit to placing their top competitive teams, in each age group, into the league. The 15 member clubs of CCL are: Annandale, Arlington, Beach FC, Braddock Road, DC Stoddert, Fredericksburg Area Soccer Association (FASA), FC Frederick, FC Richmond, Loudoun Soccer, Maryland FC, McLean, Potomac Soccer, Roanoke Star, Soccer Organization of CharlottesvilleAlbemarle (SOCA), Southwestern Youth Association (SYA) and Virginia Legacy. National Capital Soccer League (NCSL) www.ncsl-soccer.com NCSL provides play for boys’ teams ages U9 to U19. Participating clubs range from Baltimore and Frederick to Loudon County and Stafford. NCSL fields up to 60 teams per age group divided into six divisions (and maintains a waiting list for additional teams). National League www.usyouthsoccer.org/national_league/ The National League is an extension of the highly successful US Youth Soccer Regional Leagues. The National League provides an avenue for teams to play in meaningful matches against top competition from across the country for continued development. Teams that earn their spot in the National League have a proved track record of success in US Youth Soccer Regional and National competition and are among the nation’s best. Old Dominion Soccer League (ODSL) www.odsl.org ODSL provides play for boys and girls ages U9 to U19. ODSL plays in northern Virginia, as far out as Stafford, Culpepper and Winchester. Region 1 Leagues (US Youth Soccer) www.region1.com US Youth Soccer Region I covers the northeastern United States. The states that comprise Region 1 are pictures in the logo on the right Colonial League This League is intended for teams below the level of the Region I Premier League: teams not accepted into the Premier League and teams able to play at the level of their state cup Finalists, semi-Finalists, and quarter-Finalists. Premier League Region 1 Premier league is open only to those teams within the 15 State Associations of Region 1. The Region 1 Premier League is for the top sixteen teams throughout the Region in the U13 to U18 age groups for both girls and boys. The competition is designed to allow the very best teams in Region I to play each other in a league format. With only sixteen positions available in any age group throughout the Region, entry into the league is competitive. Washington Area Girls League (WAGS) www.wagsl.com The WAGS league provides play for girls’ teams ages U9 to U19. Participating clubs range from Baltimore and Frederick to Loudon County and Stafford. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 10 TEAM MANAGER DUTIES Coaches are responsible for player selection, coaching players at practices and games, decisions about playing time, on-field decisions including playing style and positions, the conduct of practices, changes to team rosters, appropriate level of competition and any necessary disciplinary action. In conjunction with technical staff coaches may assist in the selection of tournaments. Team Parents handle most administrative tasks related to running a travel team such as team and league registration, dissemination of information, financing, logistics of team competition and activities, ordering uniforms and equipment, team fundraising and social events. A list of Tips for Team Managers is included in Appendix A. Where to Find Team Management Travel Soccer Information on the ASA Club Website The ASA Club website can be found at www.arlingtonsoccer.com. Travel Soccer News can be found under the “Travel Soccer” menu item. Team Managers and other Parent Volunteers now have one stop shopping when looking for resources to manage their team. Under the “Resources” Tab, “Travel Resources”, and then under “Team Management” travel team volunteers will be able to locate information, paperwork and forms required in managing a travel team. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 11 Communication As a team manager, you’ll be organizing a variety of information, and events. You’ll likely be the backbone of team communication, letting folks know what to expect and answering questions. Each team has unique circumstances. Managers will be able to determine a path to effectively organize and communicate that suits their style, individual team circumstances and manner of coach involvement. Team Managers should maintain a roster with home, work, cell phone numbers and e-mail addresses for parents and players. Distribute this list to all team families. Most teams do the majority of their communications through e-mail, but you must also ensure communication for families who do not have e-mail accounts. Tip: Keep of copy of this team contact list at work, in your car glove-compartment, in your team manager notebook and on your computer so you can access the information from multiple locations. Communication from the Club With over 8,000 soccer families in the club each year the club communicates exclusively via email. In addition to specific correspondence sent from ASA Staff during the year there are two additional methods the club utilizes to communicate. Be sure and not to “OPT OUT” receiving these very important newsletters. OFF THE POST Club Newsletter Approximately twice a month, weekly during the soccer season, a club newsletter is emailed to all club families. OFF THE POST contains timely information on current club news, events and special offers from our club sponsors. Travel Soccer Team Manager Newsletter Once a month a newsletter is sent to all travel team managers. The newsletter contains information for travel team managers along with information travel team managers should pass on to their team families. Please feel free to cut and paste articles from the Team Manager Newsletter into your weekly team correspondence. Communication to the Team The Manager is the central communication “hub” for information going to parents and players about all aspects of travel team activities. The manager should check email regularly, and forward any important messages from ASA and the travel leagues as indicated. Most coaches use the manager to transmit all material other than specific player evaluations to the team. It works best if all coaching communications are sent by the coach to the manager and then onto the team, since the manager can then archive these messages, troubleshoot with the coach if there are errors or problems in the email regarding schedules or other issues, and ensure that the communications from the coach gets to the correct contact email address for each player and family. Often in the younger age groups (U9-U12) the team managers’ bcc the other age group team managers to keep them informed. If a family is not keeping up with team emails or does not have an email address please set up an alternative means of communication (i.e. print out email sent to team and give to player/parents at the next team practice). Weather and other factors can close a field or cancel a practice on short notice. Tournament plans can change while a team is on the road. To ensure your team families can receive these updates from you and the coach the following methods should be in place: ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 12 Team Hotline – Each team will be given access to two team hotline services. The first service is called DIAL MY CALLS which allows team managers to record a message and have the service auto dial your team and provide a voice message. The second service is called GROUP ME and provide teams with the option to send important TXT message to their team. At the beginning of each season the club will provide team managers with set-up and log in information and instructions. Coach, Team Manager and Team Manager back -up should all have access codes to both services and know how to send your team a message. TIP - program log in codes into your cell phone, keep a copy of log in codes in your team manager notebook, at work, in your wallet, your glove compartment, etc. Team Email List - Coach, Team Manager and Team Manager back-up should have the team email address list and be able to send emails to team parents/players with last minute notices. Team Website – teams can post last minute changes on their team website. Include date and time of posting so families are aware of the timing of the message. It is important that notices of cancelled practices/games/team events be communicated as quickly as possible and is as many ways as possible. Please send an email and a hotline message at the minimum. Communication from the Team As much as possible, all administrative issues and problems should be brought to the manager for action and resolution. Communications about individual player performance or physical/emotional issues should go directly to the coach, but notification of players missing practices and games generally should be communicated both to the manager and to the coach via email/TXT. Communication with Local Travel Leagues (CCL, NCSL, ODSL, WAGS) Absolutely all communications must go to the league via the League Club Representatives and not directly from an individual travel manager or parent. THIS IS AN ABSOLUTE RULE, and breaking it will result in being ignored by the league, and worse undermining the club’s standing with the leagues. PLEASE NOTIFY YOUR TEAM PARENTS AND PLAYERS THAT THEY MAY NOT CONTACT THE LEAGUE DIRECTLY. The only exceptions are specific requests from the league for score reporting from the manager after each game to the division coordinator; and completion of all the on-line forms such as scheduling requests and team contacts. To access the required portions of the league websites for entering team information and requests, each team manager needs the league team number and PIN. These are distributed by the League Club Reps each season, or can be obtained by contacting the League Club Rep. Communication with VYSA Questions about rostering or with the VYSA registration database should first be directed to the ASA Travel Soccer Administrator. DO NOT COMMUNICATE DIRECTLY WITH VYSA. Going directly to VYSA is likely to be ignored by them and most questions can be answered by the club’s Travel Soccer Administrator. Our club state assigned VYSA Registrar may also be able to help, but please funnel questions through the Travel Soccer Administrator instead of directly to the VYSA registrar. Communication with the Club Coach Questions/Concerns Serious problems or concerns with the coach, regarding any inappropriate or abusive behavior, lack of responsibility regarding attendance at games and practices, or inability to perform as specified in the coaching contract MUST be communicated to the team’s Age Group Directory (AGD) promptly, preferably via the manager (managers can forward an email from the parent to the AGD). ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 13 Team Questions/Concerns/Issues The following technical structure is in place for ASA’s Travel Program: Director of Travel Coaching (DOTC): German Peri, [email protected] Assistant Director of Coaching (ADOC): Frank DeMarco, [email protected] Youth Director (U9-12) Age Group Director (AGD): Mo Tayari, [email protected] U13-14 Age Group Director: Jawed Sanie, [email protected] U15-19 BOYS Age Group Director: Amos Magee, [email protected] U15-19 GIRLS Age Group Director: Nicci Wright, [email protected] This structure will improve the consistency of service across the various age groups. Under the respective Age Group Directors (AGDs), each age group will benefit from better resource allocation, a consistent curriculum and more fluid communications. One of the benefits noted above relates to communications, and we want to describe what the proper communication process is under this structure. ASA’s Travel families place a premium on improved communications. In order to get quality and timely communication in the event that you, your player or a member has a technical or administrative issue or concern, you must follow the process noted below. First Step: Ask the Coach (technical issues) and/or the Team Manager (administrative issues). Often this is the fastest way to get issues taken care of. Note - If the coach in question is also the Age Group Director (AGD) for the group, contact the coach directly, first, then contact the DOTC if need be about your concern. First Level of Escalation: Next, if you need to go further, contact the Age Group Director (AGD) for your age group. Youth Director (U9-U12): Mo Tayari, [email protected] U13-14 Age Group Director: Jawed Sanie, [email protected] U15-19 BOYS Age Group Director: Amos Magee, [email protected] U15-19 GIRLS Age Group Director: Nicci Wright, [email protected] Second Level of Escalation: Additionally, you may contact the appropriate Age Group Commissioner (AGC) to help provide a voice. The AGCs are members of the Travel Committee, and they are here to help facilitate communication between players and parents and the Travel technical staff. The AGCs are: U9-U12 Commissioner: VACAN, Acting Commissioner: Paul Bobeczko, [email protected] U13-U14 Commissioner: Amy Westhoff, [email protected] U15-U19 BOYS Commissioner: Ben Smuthkochorn, [email protected] U15-U19 GIRLS Commissioner: Sean Hamilton, [email protected] Third Level of Escalation: Assistant Director of Coaching (ADOC), Frank DeMarco, [email protected]. If your issue is not satisfactorily dealt with using the previous options, please contact the ADOC and explain the issue and the previous attempts at resolution. Fourth Level of Escalation: If none of the previous steps yields a result, contact the Director of Travel Coaching (DOTC) directly (but please try the other steps first!) German Peri, [email protected] Fifth Level of Escalation: If all else fails, contact ASA’s Executive Director, Justin Wilt, at [email protected]. Please help ASA staff serve you better by adhering to this process. We are confident that your questions will be more swiftly answered, and to your greater satisfaction, if the process listed above is followed. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 14 Game Day Please check your league rules for specific instructions on the following topics. Details vary from league to league. Prior to Game Day (League Games) The home team manager must call/email the opponent’s manager at least 72 hours before the game. Clarify directions to the field, confirm game time, and establish jersey colors (the home team must change jerseys if there is a color conflict). For away games, if the opposing coach or manager has not called by 48 hours before game time, call or email them. Make sure to confirm directions and jersey colors. Prepare Game Report Card Game Report Cards are handled differently by each league. Some leagues distribute hard copy game reports to teams other leagues require teams to print out game reports on-line. Consult your league rules for specific instructions. Team Check-in Most leagues, tournaments and state cup play require referees to check in the team prior to the start of the game. The team manager works with the referees to accomplish this task. ASA has developed a tip sheet to assist team manager in understanding their duties during check-in. The Game Day Guide for Team Managers can be found in Appendix B. Team Manager Notebook Team Managers will need to carry their Team Manager notebook with them to each and every game (league and tournament) as rosters, player passes and league rules are required to be at the field during most league and tournament games. ASA has created a list of items every team manager should have in their notebook. Appendix C contains this list. League Games Team Managers will provide schedule information to all team members. The league schedule and field directions are available on-line at each league’s website (or in the case of CCL on the club website). Go to your team’s page on the league web site to find schedule and field directions in one place. The schedule is available about a week before the start of each season (CCL is the exception). Make copies and distribute them to players. Double check “away” field directions with the opposing coach or manager – the on-line field directions can sometimes be inaccurate or outdated. Managers usually distribute field directions to players/parents at the start of each season, and send them by email before each away game. Paperwork Team Managers will work with their team registrar and determine who will collect the paperwork listed below. The club has developed two checklists to assist in this process. Both the Beginning of Year Checklist for Travel Players and the Beginning of Year Checklist for Travel Coaching Staff, Team Managers and Team Aides are located on the Team Management page of the club website. Club Paperwork NEW in Summer 2014 ASA Code of Conduct, Commitment Letter and Concussion Waiver are not part of the on-line travel registration process. Teams will NOT need to collect these items and turn them in to the club. Medical Releases Collect a signed medical release for each player. Medical Releases do NOT need to be notarized for local league play but might need to be for tournament play. The Medical release form can be found on the club website HERE. Teams should have these medical release forms at all practices & games in case of a medical emergency. Coaches must keep copies of medical release forms at all practices according to ASA Player Safety Policies. One idea is to keep the notarized forms in the team manager notebook, but make copies of all forms for the coach to keep at all times. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 15 League Paperwork League Code of Conduct Collect signed league Codes of Conduct from your coach, players and parents if your leagues require. League Codes of Conduct are posted on the league’s website. These signed League Codes of Conduct are kept in the Team Managers Files. In the unlikely event your team is called to appear before their league Rules and Discipline Committee for an incident involving a team member/parent/coach the team can verify that all these individuals read and signed the league Code of Conduct prior to the start of the season. Player Safety Policies Team Managers will work with team families to comply with club’s Player Safety Policies. These policies must be shared with your team families. Below is an abbreviated description of items contained in the Player Safety Policies. Please read (and have your parents read) the complete Player Safety Policy. The document (in English and Spanish) is located on the club website under the Travel Policies and Form page. Parent Presence Policy ASA expects all teams to put together a Parent Volunteer schedule at the beginning of each season. The Parent Volunteer can be the same person for the whole season or a rotation of all or several parents. The Parent Volunteer will remain on the sideline or in an area adjacent to where the practice or event is being conducted. Teams can use free online sites such as SIGN UP GENIUS (to set up a schedule. Transportation Policy Staff (which includes coaches) are NOT to give players rides to or from ASA Events; Volunteer coaches should get written permission. Check in/Check Out Policy ASA requires that specific check-in and check-out processes are implemented for every ASA activity. Coaches, team managers and team parents should work together to develop workable processes. Buddy System During Breaks A Buddy System should be used for bathroom breaks. At no time should a coach or an assistant coach accompany an individual player to bathroom facilities. The exception is when the assistant coach is also a player’s parent, and is serving as the designated Parent Volunteer for that activity. Medical Release Policy Copies of Medical Releases must be at all practices/game. In case of any emergency when the parents are not present, the medical release may be presented as proof of authorization to provide emergency medical and/or transportation services for the players listed. Copies of medical release forms can be placed in a page protector and given to the coach to keep in their equipment bag (provided this bag is brought to all practices). Background Check Policy VYSA requires all ASA Staff, volunteer coaches and other team volunteers (team manager, team register) to undergo background checks (“Kidsafe” checks). Goal Movement Policy ASA players should NOT move soccer goals. Players should NOT be asked to help adults move goals. Injury Information Policy Parents or guardians of ASA players must inform in writing the player’s coach if the player is injured (beyond minor injuries like scrapes or bruises) during any ASA game, practice, or other event. It is up to the parent or guardian to notify the coach when the injured player has been medically cleared to resume participating in the ASA activity and whether there are any restrictions on such participation. In the event of serious injuries (to include breaks/fractures, muscle/ligament/cartilage tears (including partial tears), head injuries (including concussions), anything requiring surgery, or any illness that requires doctor’s release to play), a note from the doctor must be presented to the coach (by the player’s parent) specifically clearing that player’s return to action. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 16 NEW in FALL 2013 Due to the serious nature of any head injury/concussion, medical clearance from a doctor/neurological specialist who is properly trained and experienced in diagnosing and treating these injuries is required for return to play. An exception to this is for high school athletes who have been cleared to return to play by their high school’s athletic trainer. Concussion Waiver and Return to Play Protocol (adopted July 2013) A concussion is a traumatic brain injury and the effects and implications of any such injury are severe. ASA requires all families to read and agree to the Concussion waiver when registering their player with the club. The complete concussion waiver can be found here in English/Español and the Return to Play Protocol here in English/Español Arlington Soccer Association Goal Safety and Education Policy (adopted October 2013) The Arlington Soccer Association (ASA) provides the Goal policy to inform and instruct anyone involved with soccer goals of the potential dangers posed by soccer goals and ways to ensure safe operations around goals. Please read (and have your parents read) the complete Player Safety Policy. The document is located on the club website under the ASA Policies and Bylaws Page. Program Council Meeting The current Travel Program Charter states, Each Team shall collaboratively designate an individual to serve as the Team Manager, who will be responsible for representing the Team as a Member of Travel Program. The Team Managers shall, together, form the Travel Program Council. The Arlington Travel Soccer Program shall hold two Program Council Meetings each year. One regular meeting shall be held prior to the start of the spring season. The other regular meeting shall be held prior to the start of the fall season. Team Managers, or other designated Team representatives, are expected to attend Program Council Meetings. Program Council Meetings are open to all interested parties. Any interested party desiring to address the Program Council must submit a written request five (5) business days in advance of the Program Council Meeting. Such requests must be addressed to the Travel Committee Chairperson with a copy to the Travel Committee Secretary and may be delivered via letter mail or email. Special Program Council Meetings can be convened per the Travel Program Charter. Additional details regarding the Program Council can be found in the Travel Program Charter HERE. Registration VYSA Team Registration Background checks are required by VYSA for all personnel (team volunteers, employees, coaches and administrators) working in VYSA clubs and league. The VYSA KidSafe/Risk Management Background Check policy and information regarding Risk Management can be found on VYSA’s website. Team Managers and team registrars will complete KidSafe thus allowing their names to be placed on the team roster. After tryouts are complete team registrars are sent information by the club/VYSA on how to register/enter their team in the VYSA database for the upcoming year. Once this step is complete team registrars can begin to input players, coaches and team official’s names on the team roster. Your team registrar should attend the VYSA Database training session held in early July each year to be trained in the workings of the VYSA database and the roster approval process. Rosters and player passes are due to the Travel Soccer Administrator by late July or early August to be then forwarded to VYSA for approval. Team Registrars and Managers will be sent roster submission deadline dates in early July. Team Managers should work closely with the team registrars to ensure rosters & passes on submitted on time for approval. In addition paperwork such as codes of conduct, club commitment letters and medical releases will need to be collected. Work with your team registrar to come up with a game plan on who collects which paperwork. The following checklists are posted on the Team Management page of the website and will assist you and your team registrar in collecting needed items to be rosters. 2014-2015 Beginning of Year Checklist for Travel Players 2014-2015 Beginning of Year Checklist for Travel Coaching Staff, Mgrs and Aids ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 17 League Registration The application and payment for season league play is due several months in advance of the start of the season. . League fees are covered by player’s club fees*. ASA will make the payment to the leagues to cover the team’s application fee.* *Teams playing in two leagues at the same time (i.e. CCL/Region 1 League) are responsible for paying their Region 1 or National leagues fee from their team account. Club league representatives will email league specific information and forms (i.e., Division Structure Request, Scheduling Request, High School Sit Out) to team managers. Some of these forms can now be completed online. Complete the necessary forms and submit BY THE DEADLINE to your ASA Club League Representative. In addition some leagues require teams to update their team page on the league website by adding a club logo and coach/team manager contact information. When updating your team page on a league website please be sure and use the ASA club logo. Team uniform colors should be listed as follows: Home Uniform Color: Royal Blue Jersey/Royal Blue Shorts with white trim Away Uniform Color: White Jersey/White Shorts Scheduling Team Managers in conjunction with their coaches will provide ATS with practice field/time requests about six weeks before the start of each season (teams will receive an e-mail soliciting requests). Team Managers will also provide team parents with schedules for practices, scrimmages, games, tournaments, parent meetings, team photos, team outings, social events, etc. Team Meeting Starting in late June after tryouts conclude and again several times throughout the year a team should hold a team meeting. Coaches will kick off the first yearly team meeting in late June once the team has been set for the year. Going forward for future team meetings the coach and team manager will work together to create a team meeting agenda. At least one parent should be at the team meeting to represent the family. Older teams often include the players at the team meeting so they understand and are part of team expectations and decisions. A team meeting agenda should be circulated prior to the meeting. During the meeting appoint a parent to take notes and then email all families a copy of the meeting minutes. This ensures that all information discussed at a team meeting is shared with all parents. If a new player joins your team later in the year you can share these team meeting minutes with the family to catch them up on your team plans. Location Many teams meet in the home of a team family. Others through work or personal connections meet in work or church facilities. Team Meetings can also be held at an Arlington County Community Center meeting room. To reserve a community center room please contact the ASA Assistant Travel Director (Lizzy Stell). Agenda A suggested agenda for a team’s beginning of the year team meeting is included in Appendix D TEAM PARENT COORDINATOR DUTIES Travel teams are responsible for the organization and management of their team (while following and operating within club, league, state and US Youth Soccer policies and procedures). Think of your travel team as a business organization that has established goals and philosophies, a defined budget and parents/players who work to handle the financial, operational and organizational needs of the team (business). Every parent/family on a team must participate in the running of the team. There are team duties that are small and large, complex and simple, one time and recurring. Specific duties can be handled by one person or shared among two or more parents. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 18 The most crucial skill for a manager is delegation of tasks to other parents. The scope of managerial tasks is too broad for most managers to undertake alone. In addition, all parents should understand and appreciate the effort required to run a travel team. People tend to support what they help to create, and parents who have team responsibilities will be more supportive of the team than uninvolved parents. The tasks explained below can be performed by the manager or delegated to other parents BUT the club strongly urges team managers to delegate duties! Every parent/family on a team should be tasked with a team duty. Duties listed below can also be shared by more than one parent. The club has created a “how-to” for most team parent coordinator positions. These “Guides to . . . “ are posted on the club website on the Team Management page. A red asterisk after a title (*) indicates a required position. Each team must have a team parent fill this position. Team Manager* The team manager is the main contact for all relevant team information. Their role is to provide timely, comprehensive communication from the Club Staff, Technical Coaching staff and/or league. This communication includes “where to go,” “when to be there,” and “what to bring” – for all games, practices and other events. In addition to the role of communicator, the team manager maintains the team’s paperwork and oversees the other parent team coordinators. Arlington Spring Invitational Soccer Tournament (ASIST) Coordinator (for those teams playing in the ASIST)* Attends ASIST planning meetings. Organizes team families to cover tournament jobs such as field marshal, concessions and trash. Field Coordinator* Coordinates set up/take down of nets and flags. If needed checks to see (home) fields are lined day prior to game. Teams must set up nets and flags for all week night and Saturday games. Equipment Coordinator* Purchases team equipment (and requests reimbursement from team account). Stores, or finds someone on the team to store, the equipment the coach does not keep: balls, ball bags, cones, medical kit (keep it well stocked), bench and shade awnings. Your team does not need all of this; it is a fairly inclusive list. Assembles and brings to games the team equipment bag (list of suggested items posted on the Team Management Page of the Club Website). Fundraising Coordinator* In conjunction with team families creates team philosophy regarding fundraising, including expectations for families participation in fundraisers. Organize any fundraising activities approved by the team. Photographer Takes team photos (group, individual and action shots). With parent approval photos are used for team and club website along with articles sent to the media. Publicity Coordinator Write and submit short articles about team socials, fundraising, tournament or league championships for the ASA website or local media. Publicity Coordinator’s should be aware of the club’s Personal Information Online Policy (which also applies to print media). Registrar* Register team with VYSA. Creates rosters in VYSA database. Uploads photos for player passes. Prints rosters, player passes and other paperwork needed to roster a team or submit roster changes. Coordinates with ASA Travel Administrator and VYSA club assigned registrar to secure approval for team rosters. Computer knowledge necessary. VYSA will train to input and output data from their club database. Need printer/scanner or printing/scanner access. Need knowledge of how to scan and upload photos and documents. Main workload is from mid-July to Mid-August. Soccer in College Team Coordinator (for High School Age teams with players looking to play in college) Works with ASA staff to promote Soccer in College Nights, NCAA compliance talks and other Soccer in College events. Produces or oversees the production of the team’s College Brochure. Works with team in producing player resumes and passes on information and articles about college sports recruiting. Social Coordinator Plan beginning and/or end of year team parties, special events or outings. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 19 STARS (Step-in Assistant Referees) (if required by league rules*) STARS must have current FIFA level 12 or better certification, or have completed the STAR courses given by the leagues. STARS should be parents able to physically perform the Assistant Ref function, along with having enough knowledge of the game to successfully complete the ref courses, and be willing to be present at and perform as a STAR if needed at both home and away games. The leagues sponsor STAR courses before each season, lasting approximately 8 hours. The teams receive payment for services of their STARS, and this generally goes into the team budget to help pay for STAR training courses, STAR uniforms, and other team expenses, instead of being paid back to the STARS themselves, figuring other team roles listed above are unpaid, and thus payment for this team function should benefit the team as a whole. Tournament Coordinator* Team Parent Tournament Coordinators file timely applications for selected tournaments, showcases and State Cup play. Attends, or designates another parent to attend, tournament registration session (usually night before tournament begins) but sometimes handled on-line. Coordinate transportation, arrange hotel accommodations, and plan any group meals or other activities for out-of-town tournaments. Keep team tournament and league record histories for use in future tournament applications. If needed, orders ASA patches from ASA to distribute at tournaments. Teams often assign two parents to tournament chores, dividing the hotel/meal responsibilities from tournament registration/paperwork. Treasurer* Works with manager and coach on team budget based on the yearly plan set by the technical staff. Shares and explains team budget to team families. Collects payments to cover team expenses and deposits into team account. Request expense reimbursement for any payments made for covered expenses. Keeps track of how much is in their team account and reconciles with ASA. Assist families with financial aid applications as needed. Basic Excel knowledge helpful. Tryout Coordinator* Works with club to establish yearly tryout procedures. Organizes and staffs one-site registration for tryouts (typically only 1-2 tryout shifts are required). Runs tryout reports for coaches prior to tryout. Team Sportsmanship Liaison (TSL) (if required by league rules*) Responsibility for monitoring and providing guidance to parents and other spectators at games regarding appropriate behavior. Any problems regarding behavior of the opponents’ spectators are addressed between the TSL for one team speaking to the TSL for the other team, not by direct confrontations between non-TSL parents. Uniform Coordinator* Team Parent Uniform Coordinator oversees the team uniform ordering process. Sets up team roster for online uniform ordering system. Confirms all team players have ordered required uniform items. Orders extra team Uniform kit(s) and keeper jersey (optional) and works with age group to determine non-conflicting jersey numbers (and keeps this jersey number list on file). Submits and distributes uniform kit orders for team players who are awarded financial aid. Some basic computer experience needed to set up roster online and check orders. Need to be in town or work via the internet the last two weeks of June and the first week of July while uniform orders are being placed. Will need to volunteer for one shift during club team uniform fitting events in June. Webmaster* Updates (or creates if team is new) team site on ASA website. Only minimal team information is required but many teams add their practice schedule, tournament information and other important details to their sites. In addition some team operate an independent team website (linked to ASA’s site). Computer experience (but not programming experience) needed to set up/edit team website. Webmasters should be aware of the club’s Personal Information Online Policy (which also applies to print media). Exception: College bound players can post Player Profiles on their team’s page. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 20 FINANCIAL AID The Arlington Soccer Association (ASA) will offer financial aid for ASA Travel Soccer Program Fees, to the extent possible, to financially challenged youth and their families. It is our goal that financial hardship or low income shall not keep qualified players off of Arlington fields. Financial Aid determinations will be made once a year in concert with tryouts and determination of the next season’s roster. The aid provided will cover the entire soccer year. Applicants will be required to fill out an application form which must be signed by the player’s parent or guardian. The required Financial Aid Request Form is available in both English and Spanish on the ATS website (http://arlingtonsoccer.com/travelsoccer/registration-and-payment/). Families are encouraged to apply for financial aid in May and June, prior to the conclusion of Tryouts. Applicants will be required to provide proof of income by supplying one of the following documents. o Approval Document for Free Lunch Program or Reduced Lunch Program o Approval Document for Temporary Assistance to Needy Families (TANF) program o Approval Document for Women Infant and Children (WIC) program o Approval Document for Food Stamps program o Most recent Federal Tax Form 1040, with W2s and 1099s. ASA uses the US Government Federal Poverty Guidelines for decisions on awarding Financial Aid. DEPARTMENT OF AGRICULTURE, Food and Nutrition Service, Child Nutrition Programs; Income Eligibility Guidelines, Effective July 1 2014 – June 30, 2015 o o o o 130% of Poverty Level 185% of Poverty Level Qualifies for Free Meal Program Qualifies for Reduced Meal Program Household Size 100% Federal Poverty Guidelines 1 $11,670 $15,171 2 15,730 20,449 3 19,790 4 23,850 5 250% of Poverty Level 300% of Poverty Level $21,590 $29,175 $35,010 29,101 39,325 47,190 25,727 36,612 49,475 59,370 31,005 44,123 59,625 71,550 27,910 36,283 51,634 69,775 83,730 6 31,970 41,561 59,145 79,925 95,910 7 36,030 46,839 66,656 90,075 108,090 8 40,090 52,117 74,167 100,225 120,270 For each additional person, add $4,060 $5,278 $7,511 $10,150 $12,180 1st priority for Awarding Financial Aid: Those players receiving free lunch benefits (or family incomes at 130% of poverty level or below) 2nd priority for Awarding Financial Aid: Those players receiving reduced lunch benefits (or family incomes at 185% of poverty level or below). Financial Aid awards may only be partial awards in this category. 3rd priority for Awarding Financial Aid: Those families at 250% of poverty level. If financial aid money is still available to award the club will consider Financial Aid Awards in this category. Financial Aid awards may only be partial awards in this category. 4th priority for Awarding Financial Aid: Those families at 300% of poverty level. If financial aid money is still available to award the club will consider Financial Aid Awards in this category. Financial Aid Awards in this category will only be partial awards. Financial aid does not cover the entire travel program fee and team fee. The maximum amount of financial aid a player may receive is $1000. Keep in mind that PARTIAL awards may be made. Families are then responsible for paying the additional club and team fees left after financial aid is awarded. This would mean if the maximum amount of $1000 was awarded a family would then be responsible for paying the remaining $900 - $1800 (depending on the team fee amount). ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 21 Players awarded Financial aid will have an extended payment plan for their club fees: Initial payment is due by July 15th and eight additional payments are due on August 1, September 1st, October 1st, November 1st, December 1st, January 1, February 1st and March 1st. NEW IN 2014 A portion of the fees paid to the club by players awarded financial aid will be turned over to their team to assist in paying their team fees. Payments vary based on age group and tier. U9-12 teams would receive $160 a player per year, U13-U14 Tier 2 teams would receive $200 a player per year, U13-14 Tier 1 teams and U15-U18 Tier 2 teams would receive $300 a player per year and U15-18 Tier 1 teams would receive $400 per player per year. Payments passed on from the club will be made twice a year, once in the fall (approximately October) and once in the winter (approximately February). The remaining team fees are the responsibility of the player’s family. The club will only pass on money that has been collected. If players do not pay their fees to the club or are behind in payments this will affect the amount and timing of the disbursements of money to the team. Teams with five (5) or more financial aid players will receive $100 per player from the club to assist in covering their financial aid players’ team fees. This is in addition to money mentioned above. These payments from the club will be made twice a year, once in the fall and once in the spring. The amount of Financial Aid money that can be awarded each year is limited and will, more than likely, run out during the initial months of a soccer seasonal year (June – August). Being awarded financial aid one year does not guarantee financial aid will be awarded in subsequent years. At the same time the player is notified they are awarded financial aid, the team (team manager, team treasurer, team uniform coordinator) is also notified. The team manager and/or treasurer can work with the family with regard to the plan for paying their team fees. Some financial aid families can pay their full team fees, others need an extended payment plan to pay team fees and some families will need assistance via fundraising or other means to make their team fee payments. Financial aid players receive one uniform kit and one practice tshirt paid for by the club (for the two year uniform life). The financial aid uniform order form is posted on the club website HERE. Approval for ATS financial aid does not guarantee a right to continued participation. Applicants must re-apply each season. ASA’s financial aid program is funded by profits from the ASIST tournament and not from travel program fees. SPONSORS Teams may have corporate or individual sponsors but must work with the Executive Director of ASA for approval. A sponsor's logo may NOT be placed on any part of the official ASA Uniform (jersey, shorts or socks). Sponsor logos may be placed on team banners, warm-ups, bags, or non-uniform T-shirts. Sponsors or others who wish to make a taxdeductible donation to a specific team may do so by making the check payable to "Arlington Travel Soccer /ASA." and sending it to the team's treasurer. The team's treasurer should then send the check(s) to the ASA, 5210 Wilson Blvd Arlington VA 22205. Checks and an accompanying letter should clearly indicate the team name and age group/sex (i.e., U11G Ballhogs) for which the money should be credited. The team should send a request to the ASA Finance Manager asking for distribution of the donated money to the team. UNIFORMS Arlington Soccer Association strives to project a professional image. The club uniform plays an integral part in the forging of club identity and in building both a sense of community and of pride in the organization. This can only be accomplished if all ASA travel teams wear the designated club uniform so that no matter what the age group, no matter what the occasion, the team can be readily identified as representing the Arlington Soccer Association This underscores the fact that we are a single club that exists to support and encourage its members Several years ago ASA, in conjunction with the then Club Council (Travel Team Managers), created the following travel team uniform objectives: To provide maximum merchandise quality at the best value to the players. To obtain the best benefits for the club in the areas of sponsorship and discounts. To establish a local ‘single source’ provider for these services. To promote club branding and uniformity across the organization. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 22 The following outlines the ASA travel team uniform program. This program supersedes any other uniform program or standards and is in effect until the Arlington Soccer Association should need to amend, add to, or delete the program or any portions thereof. All ASA travel teams and coaches must adhere to this program at all times. Effective March 2008 the official ASA apparel supplier is Adidas. ASA maintains a two-year purchase agreement for our boys and girls travel teams that is compliant with the existing sponsorship agreement between the Club and Adidas. All travel teams are required to purchase a new uniform kit every two years. Uniforms must be purchased and used in league/tournament play immediately following the uniform launch. o Exclusion to the above for competitive teams in their final season: For teams that are playing in their final year in the Club's travel program, if that year coincides with the launch of a new Adidas uniform kit, then they will not be required to purchase the new kit and will be permitted to finish their ASA tenure in their current kit. Example 1: Team 1 plays U18 in Fall 2011. Adidas/ASA introduces a new kit in Fall 2011. Since it is the team’s last year in the Club, Team 1 will not be required to purchase the new '11 kit, but they may do so at the discretion of their individual coach/team. All players on these teams must wear identical uniforms, either the current uniform or the new Fall 2011 uniform. All Arlington Travel Soccer players and coaching staff must wear Adidas gear on game day. Exception: Players may wear footwear, shin guards, and compression/under tops/shorts from a different vendor. Teams may also use the ASA uniforms for indoor league play and various 3 v. 3 type tournaments as long as the team is registered as an “Arlington Soccer Team” team. An ASA team playing in an event where they are not registered as an ASA team (i.e. Black Force, Roadrunners, etc) may not wear the ASA uniform Effective February, 2011 the official ASA uniform supplier is Eurosport (soccer.com). All travel teams must obtain uniforms through Eurosport, and do so in accordance with the ASA / Eurosport Agreement. Team Uniform Coordinators will set up on-line team rosters in the Eurosport ordering system and families will purchase their uniforms online via a credit card. Uniforms, and other purchased items, are shipped directly to the family. Families that are Eurosport “Goal Club” members will receive Goal Club points for their uniform kit purchase. The club does not make any money on Uniform Kit sales. ASA negotiated the best possible pricing for our members, and the cost savings are passed on to our member families. There is no mark-up, rebate, or kick-back that ASA will receive from uniform kit sales. ASA, as a Goal Club Member with Eurosport, will receive Goal Club points from uniform sales. Any family that is also a Goal Club Member will also receive the same Goal Club points as the Club. . Club and Eurosport FAQ’s (Frequently Asked Questions) are posted on the club website on the Team Management page under the Team Uniform Coordinator Headings. These FAQ’s are useful for managers as well as team parents. Travel Team Uniform Kit Fall 2013-Spring 2015 Effective August 2013 the official ASA travel team uniform is the following Adidas uniform. All travel teams must wear this uniform at all times (all league and tournament matches, etc. – anytime that the team is playing under the club affiliation), as described below: Home jersey, MLS Match , royal blue/white Home shorts, MLS Match, royal blue/white Home socks, Copa Zone, royal blue w/white Away jersey, MLS Match, white/white Away shorts, MLS Match, white/white Away socks, Copa Zone, white w/ royal blue Teams may also use the ASA uniforms for indoor league play and various 3 v. 3 type tournaments as long as the team is registered as an “Arlington Soccer Team” team. An ASA team playing in an event where they are not registered as an ASA team (i.e. Black Force, Roadrunners, etc) may not wear the ASA uniform. Click HERE to see a visual of the travel soccer uniform kit. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 23 In addition one of the following practice shirts are required for practice: 100% cotton Grey training t-shirt with “Arlington” across chest or Adidas Estro 13 Training Jersey with “Arlington” across chest Extra Uniform Kit All travel teams are required to purchase at least one extra uniform kit. This uniform kit is used for the following: Occasionally in games, a player may receive a cut that results in blood staining the uniform. Game officials are required to send off players with any exposed blood on their body or uniform, and players are not allowed to return until blood has been removed from the uniform and any wounds treated and covered. Teams asking guest players to join them for an event will need a uniform kit for their guest player Players who lose or forget any of their uniform parts on game day can utilize the uniform for that day (Check first with your league and tournaments rules about substitution of player/jersey numbers on game day). New player joins the team at the last minute the extra uniform kit can be assigned to this player and then a new uniform kit ordered. This ensures the new player has a uniform immediately. For these contingencies all teams are required to have on hand one complete uniform kit. This means each team will purchase, using team fees, one uniform kit. Teams may also order additional socks or other gear to keep on hand. Your team uniform coordinator will have complete details on how to place an order for an extra uniform kit. Goalkeeper Uniforms Keeper Jerseys Goalkeepers are encouraged to order a complete ASA travel uniform kit but it is not required. In addition Keepers may order an “Arlington” Keeper jersey or wear one of their own keeper jersey’s (Adidas brands only for games). For the younger teams that do not have a dedicated goalkeeper, the team should purchase one or two goalkeeper jerseys that can be used by any player playing keeper. These goalkeeper jerseys can be purchased by the team (from their team account). For older teams with a dedicated goalkeeper, each goalkeeper may want to purchase their own goalkeeper jersey. Team Managers and Team Uniform Coordinators should consult with their coach to determine how your team will handle goalkeeper jerseys. Adidas Goalkeeper jerseys operate on a retail production schedule of one year. This means that each year keeper jersey styles are discontinued and new keeper jersey styles are introduced. The current long sleeve Keeper Jersey is the Adidas Onore 14 Jersey in Lime and the current short-sleeve Keeper Jersey is the MLS Match jersey in Lime. It is available in Youth and Adult sizes. The Club encourages all ASA goalkeepers to wear the selected jersey whenever possible but it is not required. In addition, many of the previous “Arlington” keeper jerseys are still in circulation among players/teams and these may also be worn. Goalkeeper Jerseys are NOT numbered (most leagues and tournaments do not require keeper jersey’s to be numbered). If your team advances to US Youth Soccer Region 1 Regionals your goalkeepers are required to have jersey numbers. At that time jersey numbers can be added. Customized ARLINGTON Keeper Jerseys are ordered through the online Eurosport ordering system. Your team uniform coordinator will have complete details on how to order . Keeper Shorts/Gloves Goalkeepers may wear their uniform shorts or if they purchase Goalkeeper padded shorts or pants they must be an Adidas brand (or if another brand no logos may be showing on the outside of the shorts/pants). Gloves (and footwear) are considered personal items and any brand may be worn. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 24 Optional Uniform Items Fall 2013-Spring 2015 Optional club and player equipment and apparel will be available thru the Club Uniform Agreements and teams are encouraged to also procure these items (i.e. warm-ups and bags for teams/players). Items such as those listed below will be available to all players through the special ASA club uniform link to Eurosport. The following items are not required by the club but individual teams might decide to require these items for their players. Check with your coach on specifics. Warm-up top and pants Required style: Adidas Tiro 13 Training jacket in Royal blue and Tiro 13 training pant in Black Backpack Required style - Estadio II Team Backpack in Royal Blue OR for younger teams Estadio Team SMALL Backpack in Black OR the Adidas Royal Blue Sack pack Goalkeeper Jersey Adidas Onore 14 Jersey in Green/Black (long sleeve) and the MLS Match Jersey in Lime (short-sleeve). Club encourages all ASA goalkeepers to wear the selected jersey whenever possible but it is not required Click HERE to see a visual of the travel soccer Optional uniform items. Uniform Kit Modifications ASA strongly discourages teams from altering the official ASA uniform kits. All of our arrangements with Eurosport— customization, pricing, rebating and inventory forecasting, etc.—are predicated on the product styles and colors as selected by ASA. Beyond that, it is our goal to have a standard uniform for all ASA travel players club wide. Sponsorship logos may NOT be displayed on the travel soccer uniform kit (shorts, jersey’s, socks). Sponsorship logos may appear on warm-ups, backpacks, training t-shirts, etc. Sponsorship logos must first be approved by the ASA Executive Director before imprinting on any item also bearing the ASA logo. Players names on uniform items are not permitted (i.e. name on back of jersey) Uniform Numbering Only single or double digit numbers are allowed. Jersey numbers for players within an age group (either boys or girls) should not be duplicated. Each player in the age group should have their own unique number. Team managers and team uniform coordinators within an age group should work together to ensure jersey numbers in an age group are not duplicated. This allows for players to play with other ASA travel teams for league games (where allowed), to guest play in tournaments and be permanently moved to another team in the age group without encountering jersey number conflicts. Uniforms for Players Awarded Financial Aid The club supplies one uniform kit (per two-year uniform cycle) to those travel players awarded financial aid. Any lost items are the responsibility of the player. In addition a Financial Aid award does not cover optional items such as warm-ups, practice t-shirts, backpacks and spirit wear. If a player who is awarded financial aid leaves the club the uniform kit must be returned to the club. Team uniform coordinators are responsible for placing uniform orders for financial aid players on their team as soon as they have been awarded financial aid. Complete ordering information and the order form can be found on the club website on the Team Management page under the Team Uniform Coordinator heading. Practice Uniform Beginning October 8, 2013, the following are required to be worn by all ASA travel soccer players at team practices: Top: Any one of the following Grey ARLINGTON T-Shirt (introduced Fall 2011) Click to view T-Shirt Grey ARLINGTON Adidas Jersey (introduced for Fall 2013) Click to view Jersey Grey ARLINGTON Jersey (gift jersey given to all players in Sept 2013) Shorts: Adidas Royal Blue (any style Adidas Royal Blue shorts including last year’s and this year’s uniform shorts) Socks: Adidas Royal Blue (any style Adidas Royal Blue socks including last year’s and this year’s uniform socks) All players must wear shin guards to train and play in matches. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 25 Goalkeeper practice Gear: Goalkeepers should wear the same gray and blue training gear as the field players during training, but can wear GK-specific gear for GK functional training. Spirit Wear The Eurosport Arlington Soccer Uniform web pages have other ASA customized products such as rain jackets, coats, long sleeve t-shirts, etc. that are not included in the required uniform kit. These are optional items. Families also earn Goal Club Points with each purchase if a Goal Club Member. Please keep in mind if your team elects to purchase a rain jacket, sweatshirt, long-sleeve t-shirt, or any other item listed in the spirit store the team must purchase the item selected by the club and no other company or style. This ensures that all our ASA travel soccer players are dressed in a uniform look. The ASA Travel Spirit Wear Store can be accessed directly by following this link. FIELDS Rovers Arlington County Department of Parks & Recreation employs Roving Facility Monitors (“Rover”) to handle field issues during nights and weekends. These issues include locked gates, lights not on/off, sprinklers or other emergencies. The Rovers can be reached at 571-238-0265 between the hours of 5:00 p.m. – 10:00 p.m., Monday through Friday and beginning at 7:30 a.m. on Saturday and Sundays. Please program this important phone number into your cell phone. Equipment (Nets, Flags) At the beginning of each season specific field set-up information will be sent to team managers. Emergency nets, flags and liners are available under Lizzy Stell’s porch at: 6300 N. 26th Street Arlington 22207. House is on the corner of Quantico and 26th near Tuckahoe Elementary. Back up equipment is limited. Fields Check (Pre-Game) Visit your home field a day or two before the game to check readiness. A properly prepared field is mowed, lined, provided with nets and corner flags, and free of safety hazards such as deep holes. It is the responsibility of the HOME team to insure that the nets are up, the corner flags are in the ground and that the field is properly lined. The home team will forfeit the game if nets and flags are not in place or the referee deems the field unplayable due to lining, mowing, or safety problems. Please have your Team Field Coordinator check your field! Gates Locked If gates are locked 60 min prior to game, please call the Arlington Sports Rover (571) 238-0265. Please program the rover’s number into your cell phone. Grass Mowed Most grass fields will be mowed on Friday by the Arlington County Dept of Park and Recreation. Problems? Contact Bob Bigney, ASA Staff, [email protected]. . Back-up person to call is Lizzy Stell. Lined Fields Arlington County puts down the game field lines at the beginning of each season. After that, the ASA maintains the lines each week. Problems with lines for game fields - Contact Bob Bigney, [email protected]. Lights If the field lights have not turned on, or are turned off early at your field, please call the Arlington County Rover 517238-0265. Please program the rover’s number into your cell phone. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 26 Parks & Recreation Rules (Arlington County) Coaches are responsible for not only their own conduct but the conduct of their assistant coaches, parents and players at the field Coaches and players are responsible for ensuring all trash is removed from the dugouts, player benches and bleachers and placed in the appropriate trash receptacle. Pets must be on a leash and under the owner’s control at all times in County Parks. However, NO pets allowed on athletic fields or in dugouts. No pets are allowed on Arlington Public School property. Automobiles must be parked in designated areas only. We ask you be respectful of the surrounding neighborhoods, keep the noise to a minimum, and avoid parking in front of houses or blocking driveways. Reminders about H.S. Tracks 1) NO soccer cleats on the track and 2) Players and fans must stay off the track and allow those in the community to use the track. Please remind your game opponent about these rules when playing at HS fields. If your team practices or plays games at Fields Park please send the following to your families and opponents about parking at this field. Please send it each week to your opponent if you are hosting a game at this field: Please DO NOT park on the neighborhood streets behind (east of) the field, especially N. Burlington Street. There is plenty of parking space on George Mason and in the ATS parking lot. There is a large lot behind the school, which can be accessed from George Mason. There is not a lot of parking on the north / east streets, given how many homes are there, so soccer parking can cause a lot of disruption. Outdoor turf fields are considered CLOSED if they have snow on them Scheduling Fields Practice Fields The club (Assistant Travel Director) will send an email prior to the start of the season soliciting practice field requests. Team Managers should consult with their coaches and then submit the team’s field request. Age groups generally practice according to the following schedule: U9, U10 and U11 on Wednesdays or Tuesdays and Fridays U12, U13 and U14 on Tuesdays and Thursdays U15 and older practice varied days during the week Either the team manager or the coach should communicate practice requests to Lizzy. Prior to sending the request the team manager and coach should discuss the request but ONLY one person should send the request to Lizzy (either the coach or team manager). Game Fields The Club (Assistant Travel Director) submits possible game fields to the local leagues (NCSL/ODSL/WAGS). The Leagues then assign the fields for NCSL/ODSL and WAGS games. The club (Assistant Travel Director) and Region 1 work together to assign Region 1 Game Fields. The Club and other CCL teams work together to assign CCL game fields. State Cup Fields are assigned by VYSA. Sprinklers If the sprinklers are turned on during practice/games please call the Arlington County Rover 517-238-0265. Please program the rover’s number into your cell phone. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 27 Weather Policy Practice Inclement Weather Policy can be found in the ASA Player/Safety Policy. If fields are closed by Arlington County (due to weather or other reasons), they cannot be used. To check for field closures, call the County’s Weather Line at 703-2284715. The Weather Line is updated around 3pm during the week, sometimes later in the day as needed, and by 7:00am on weekends. NOTE: If it has rained in the recent past, please check the Weather Line to make sure fields are open. Sometimes heavy precipitation or other factors mean that some fields may be closed even on gorgeous days. Outdoor turf fields are considered CLOSED if they have snow on them. The bubble does not follow school closings. The Sports and Rec Inclement Weather line (703) 228-4715 will indicate if the bubble is open or not. Please use your DIALY MY CALLS/GROUP ME hotline, team email list, team website to notify team families of field closures for practice. Please use at least two of these methods to notify team families. Games League-wide Rainouts - In the event of area-wide inclement weather or poor field conditions, the league can declare a "league-wide rainout," which means all games are canceled and are re-scheduled by the league on one of the rain-out make-up dates at the end of the season. Notice of a league-wide rainout can be found on the league web sites and hotlines (see below). This will rarely happen with the number of synthetic turf fields used by ATS. Individual or Club-wide Cancellations - Clubs may also cancel or relocate individual games. In Arlington, Sports Division staff will visit the fields early on game days to assess conditions and decide whether the fields are playable. Arlington field cancellations are announced on 703-228-4715. Sunday cancellations are also listed WAGS, ODSL and NCSL websites. Once games have been canceled for the day, the decision is not reversed. But some leagues will reschedule the game later in the day (mainly NCSL). Referees also have the authority to delay or cancel games if field or weather conditions deteriorate either before the start or during the game. Immediately upon suspension or termination of a match, players and spectators must leave the field and the surrounding area and return to places of safety, such as enclosed automobiles. Do not argue with the referees over these decisions; they are responsible for the players’ safety. Games stopped because of lightning are often resumed after an appropriate interval. Rescheduling Make-up league games are scheduled at any time: weeknights, Saturdays, even Sunday double-headers, and the home field can be changed based on field availability. Check your league rules for procedures on game rescheduling. Once a game is re-scheduled, the league will not change it for anything except—sometimes—high school soccer conflicts. ATS does not control league rescheduling. If a league requests the teams to work together to reschedule a game the procedure is: For home games, the manager and coach should select several possible game times (Arlington fields are most available on late Saturday afternoons/early evenings). First contact the Lizzy Stell to request possible field options; providing the game number, date/time options, and manager’s phone number. The manager should then contact the opposing team’s manager to reach agreement on the options. This should be done within 24 48 hours of the league request. Lizzy will send this information to the league administrator. This must be done within 72 hours of the rained-out game, or the leagues can reschedule the game without team input. For away games, be ready with dates/times when the opposing team’s manager calls. Please use your DIAL MY CALLS/GROUP ME hotline, team email list and team website to notify team families of field closures for games. Please use at least two of these methods to notify team families. APPENDIX F: DANGEROUS WEATHER provides further information for team managers and team families ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 28 REFEREES “Refs in Reserve” Program The referees call list below is ONLY for ATS games in Arlington and ONLY when no official arrives within 10 minutes of game time. Games normally worked by three-person crews (U-13 and up) should proceed if only a single qualified official arrives. Referees Richard Easby Jeff Covel Steve Etkin Andy Megas Anthony Megas Phone 534-3259 241-7420 532-3868 628-3294 328-2848 Comments All games Girls U15 & Below; Boys U12 & Below All Girls U19 & Below, Boys U16 & Below Girls U17 & Below; Boys U14 and Below After the game, call your club league rep to report that no scheduled official showed, and your use of the “Refs in Reserve” program. Referee Concerns If there are concerns with your referee’s behavior during a league game, contact your club league rep. TRYOUTS, TEAM FORMATION & TEAM MOVEMENT Soccer Seasonal Year The tem soccer “seasonal year” means September 1 to August 31; the term “season” means from the first official league game date each season to the last official rain make-up date. Age Groups Age groups for NCSL, WAGS, ODSL, CCL, State Cup, tournament play, and other U.S. Youth Soccer-sanctioned events are based on an August 1 - July 31 year. A player’s age on August 1 determines his or her playing age for the “seasonal” year. A chart showing the birth dates for each age group is included in Appendix G ASA Travel Soccer Playing Up Policy No player will be allowed to try out for an older age group, or be selected for a team in an older age group, unless either: The player attends school in the school grade most closely aligned with the soccer age group, i.e., U9 – 3rd grade, U10 – 4th grade, U11 – 5th grade, and so on. The Club’s technical staff determines that the player’s soccer development needs are not being met within their own age group, and the player receives the expressed permission of the Director of Travel Coaching or the Age Group Director. Note #1: For a player to tryout in an older age group, that player must also attend at least one tryout session in their natural age group. Note #2: Because the mission of ATS is player development and competitive soccer, the club strongly encourages players to play in the age group that affords them the best opportunity to play on a top level team. When the Club’s technical staff believes that a player currently playing in an older age group would be better served by moving to their natural age group, the player’s coach and the Director of Travel Coaching/Age Group Director will encourage the player and the family to do so. Note: ODSL does not allow players to play until they are at least eight years of age. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 29 Tryouts The Club will organize and schedule age group tryouts in May for new U9 teams and late May and/or June to for all other age groups. Tryout information is posted on the Tryout page of the club website by late April each year. Steps for adding additional players to your team after tryouts are completed Player contacts team and expresses interest in the team Coach or Team Manager must first confirm, via Player’s Birth Date, that the player is eligible for the age group . If the player has been rostered with another travel team during the same soccer seasonal year, inquire as to what club the player if coming from. Player may NOT transfer mid-year between teams that are part of the Club Champions League (CCL). ASA is a member of the Club Champions League (CCL). If the player is 1) age-eligible and 2) not transferring from a CCL club mid-year they may be evaluated by the coach. After Coach evaluates player they consult with their Age Group Director (AGD) for final approval on player. The AGD will need to know: o Players Name o Players Date of Birth o Player’s Grade in School o Players experience (rec player, travel player and if Travel what club are they coming from) o Why you would like to add player to the roster Once AGD approves player Coach makes offer to player and player accepts Coach or Team Manager contacts Travel Soccer Administrator to inform her that a new player is being added to the team roster. The Travel Soccer Administrator will need to know: o Team Name/Age Group o Player Name o Parent’s Email Address Travel Soccer Administrator checks with AGD to confirm player add has been approved. Travel Soccer Administrator emails family and: o Works through the club registration process in the club database o Family then makes club fee payments. If player is joining club mid-year, there are pro-rated midyear registration fees established by the club. (Fees are posted on Club website) o If the family requests financial aid, an application is sent to the family and once returned to the club it is determined if family qualifies for financial aid and if there is aid still available at that time. o Once the family has registered with the club and made their club fee payment an email is sent to the family and the team manager, coach, team registrar and team uniform coordinator are cc’d on the email. This email will indicate the player is ready to be rostered. Rostering Reminders A player may be rostered to only one VYSA travel team at a time. ASA permits players to play on both a travel team and an ASA Rec/Teen team, but restricts the number of travel players on each ASA rec/teen team. Players may not play on both a travel team and in the ASA Developmental League. . ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 30 Team Naming Convention Each year when new U9 teams are formed the club will select a name for the age group, such as “Samba” or “Chaos”. Then within the age group the teams are given colors by the Director of Travel Coaching. The colors are: “Red”, “White”, “Blue” or “Black”. These colors designate the level of the team. Thus all ASA travel teams within an age group have the same name but a different color; i.e. U12G Samba White, U12G Samba Blue Many clubs have similar acronyms thus our state association (VSYA) and local leagues have developed acronyms to identify our travel teams VYSA, NCSL, WAGS and ODSL refer to Arlington Soccer Association as “ARL”. CCL refers to Arlington Soccer Association as “Arlington” ASA is NCSL’s acronym for Alexandria Soccer Association WAGS’s acronym for Arundel Soccer Association is ASA To be consistent when listing team names on documents such as game reports, tournament applications, state cup registration, and various forms, teams are asked to use the following naming convention: Club name (Arlington or ARL), age group, gender, and team name (which includes team color). An example is “Arlington 96B Attack Blue or ARL 96B Attack Blue. If applying for an out of state/area tournament or showcase you might even add “(VA)” in your team name to differentiate your team from the Arlington, Texas travel teams. Example: Arlington (VA) 96B Attack Blue Roster Sizes Please consult your league rules to determine maximum roster sizes. Roster sizes vary by leagues and within leagues by age groups. Please keep in mind while US Youth Soccer, VYSA and leagues might allow a maximum of “X” players on a roster, your Age Group Director might keep the roster maximum size at a lower number. Player Movement From US YOUTH SOCCER/VYSA policies on players and playing rules (Section 5-24): Once a player has been registered and rostered to a VYSA travel team the player is considered a registered VYSA travel player until the end of the seasonal year. A player may be registered and rostered to a VYSA travel team as early as August 1 preceding the beginning of the next seasonal year, September 1 through August 31. A player has the right to voluntarily move from one team to another at any time during the seasonal year Additional league rules may apply (this may impact a voluntary move mentioned above) Player “ADDS” A Player ADD is the process of placing a player on your team roster that is NOT currently rostered to any travel team during the soccer seasonal year. This could be a player who has never played any type of soccer, or a rec soccer player or a player who played travel soccer but has not been on any team’s roster during the current soccer seasonal year. Player “TRANSFER” (previously rostered travel player) From US YOUTH SOCCER/VYSA policies on players and playing rules (Section 5-24): A TRANSFER is the placement of a player on a team’s roster after the player has been released from the previous active, inactive, or disbanded team roster at any time during the seasonal year. CAUTION: A player may be registered and rostered to a VYSA travel team as early as August 1 preceding the beginning of the next seasonal year, September 1 through August 31. For VYSA purposes, once a player has been released from a team, the player is considered a transfer whether or not the player is placed on a different team roster or back on the same team roster. A PLAYER MAY BE ROSTERED TO ONLY ONE VYSA TRAVEL TEAM AT A TIME IN THE STATE OF VIRGINIA/DC – the player MUST be released from the original team roster before being placed on another roster. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 31 A player may transfer as many times as requested during the seasonal year subject to league rules. All VYSA Teams are limited to 5 transfers during the seasonal year. Other League transfer rules may apply. NEW VYSA POLICIES regarding TRANSFERS beginning in the 2012-2013 Soccer Year It is the policy of VYSA that all travel players registered with VYSA are responsible for making payments required in writing by their clubs and/or teams. Accordingly, VYSA will not process a transfer of a player from one club/team to another during the seasonal year if that player is not current on his or her financial obligations, provided that (1) the financial obligation is set forth in writing and acknowledged by the player's family, and (2) the obligation is for the current seasonal year. For purposes of this policy, any written financial obligation signed by the player's family will be sufficient, including a financial obligation set forth in an electronic registration document and acknowledged electronically at the time of registration. This policy does not apply to a player who changes clubs or teams between seasonal years. In the event that a club or team objects to a transfer by a player during or between seasons due to failure to make required payments, the club or team must, within three business days of the transfer request, submit to the VYSA office the required form objecting to the transfer. VYSA will notify the family that the transfer is being held until payment is made. A club or team must notify VYSA immediately upon payment (within two business days) to release the transfer request. In the event that VYSA determines a club or team has placed a hold on a transfer in bad faith, the club or team may be sanctioned. Please note: Most leagues do not allow transfers between teams in the same league during the regular league season, after the league opening date or the roster freeze date (depending on league). The coach/team manager should inform prospective players and players requesting releases during the league season of this policy. Some leagues allow players to transfer during the season if they are coming from another league (consult your league rules). Most leagues that allow transfers place a cap on the number of transfer during the soccer season year – typically five transfers (consult your league rules) ASA is a member of the Club Champions League (CCL). As such ASA much be in compliance with CCL procedures and rules. Thus: o o A player rostered to a team in a CCL club is ineligible to transfer to any other team affiliated with a different CCL club within the same seasonal year except as follows: the player has moved to the geographical area of the new club and beyond reasonable travel distance of the old club AND both Directors agree to the transfer. Transferring to a team affiliated with another league after being released from a CCL club team does not make the player eligible to then transfer to another CCL club team. This means that players from ASA may not transfer to another team that is part of a CCL club. Even if the player’s team is a non-CCL league team and is attempting to transfer to a non-CCL team in the CCL club. (i.e. a player on a ASA WAGS team may not transfer to a WAGS team in BYRC or PWSI as this clubs are also CCL member clubs) Player “RELEASE” Player “VOLUNTARY RELEASE” From US YOUTH SOCCER/VYSA POLICIES ON PLAYERS & PLAYING RULES (Section 5-26): A voluntary RELEASE is the removal of a player from a team’s roster at the request of the player. A player may be registered and rostered to a VYSA travel team as early as August 1 preceding the beginning of the next seasonal year, September 1 through August 31. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 32 The player/parent MUST submit an email requesting the release to the releasing team official (the assumption is that player/parents have already spoken to the coach about the release, this should not be the first notification to the team). Ask parent to include the reason for requesting a release 1) quitting soccer 2) injured, 3) moving out of area or 4) will be transferring to another team to play, the CLUB and TEAM NAME is ________________. The team official MUST submit the release request to the League Assigned Registrar within 5 business days (per VYSA rules). Leagues may have specific requirements governing the exchange of paperwork between the player, the club and the League Assigned Registrar Player “INVOLUNTARY RELEASE” From US YOUTH SOCCER/VYSA policies on players & playing rules (Section 5-27): VYSA has determined that a team official may involuntarily release a player from the roster for one of the following reasons, only after giving the player 24-hour written notice in the form of a letter. The player has violated bylaws, policies, or requirements of the Federation, US Youth Soccer, the State Association, or the member of the State Association (League, club or team) through whom the player is registered. The player has moved beyond a reasonable travel distance. Determination of what constitutes a reasonable travel distance is subject to definition by the State Association. The player is injured in such a manner that the player will not be able to participate for the remainder of the season. The letter MUST include the reason for the release. The letter must be sent via registered mail or certified/return receipt To involuntarily release a player, the team official MUST within five (5) business days of the send date of the letter 1. Submit a VYSA Player/Team Status Form and 2. Submit three (3) copies of the certified letter sent to player The registrar MUST wait 24 hours after receiving the VYSA Player/Team Status Form before processing the Involuntary Release request. NEW VYSA POLICIES regarding INVOLUNTARY RELEASES beginning in the 2012-2013 Soccer Year If a player fails to meet his or her financial obligations pursuant to a written obligation, a club or team may involuntarily release the player at any time during the seasonal year, provided that the team has followed the process as outlined in the VYSA Travel Team Registration Manual (5.27). Club Pass and Movement of Players for Games The main objective of the club pass system is to allow coaches to move players freely within their own club based on specific team needs and in the interest of player development Rules for using club pass players vary by league, state cup and tournament rules. Sometimes they even vary within an age group. CONSULT YOUR LEAGUE RULES for specifics. See Appendix H for further information on the Club Pass. For teams that are eligible to use Club pass passes the process is that coaches of the “lending” and “receiving” team communicate with the player/parent and team managers no later than Thursday night prior to a weekend game. This allows players/parents to plan accordingly and allows team managers to work among themselves to move the player’s pass and medical release to the receiving team for the weekend (and then afterwards return it to the lending team). CCL LEAGUE NOTE: If your team has players guesting for your CCL games your coach must send an email to the club’s DOTC and the team’s AGD by Friday @11am before a weekend game. The email must include the player name and the name of the team the player is rostered with for the season. ASA must notify our opponent of any players using a club pass for games When players are asked to use their pass to play with another team within our club the player will need their current player pass and medical release to use for the game. You may work out the exchange of these items with the other ASA team manager or the player can pick up the pass/medical release from you and take it to the other team. Players/teams need to return the player pass and medical release by the Monday after the weekend game. Due to the movement of passes throughout the year it is suggested that passes are laminated to stand up to the “traveling” the pass will incur. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 33 VYSA has set up an alternative beginning in Fall 2013 to handle the movement of the player pass. This pass is called the “7-day Guest Player Pass”. Below is information provided by VYSA about this pass. The 7- Day Guest Player Pass is available for a player guest playing with another team in a tournament or to use as a club pass to play with another team in the club for a league game (league rules vary – a player may not use the pass to guest play for a team if the league does not allow guest/club pass players). The Guest pass can be printed from the Team file in the VYSA database. The button to select is on the far right “Print Guest Pass” The pass includes an expiration date of seven days from the day the pass is printed. Ex. Guest Pass printed on 7/11 expires on 7/17. The team manager may continue to provide the regular player pass to a player desiring to guest play and retrieve the pass for their team’s next game or now they can ask the team registrar to print a 7-day Guest player pass for a player. Team Managers/registrars may not print more than one set of the regular player passes in a year. An individual pass may be reprinted if a pass is lost or destroyed. Do not print a second regular player pass for guest playing purposes. The 7- Day Guest Player Pass is provided to avoid the time and travel involved distributing and recollecting the regular pass from the player after guest playing. The 7- Day Guest Player Pass is to be destroyed when expired. The 7- Day Guest Player Pass may not be used for State Cup. TOURNAMENTS Tournament will provide an opportunity to compete against teams from other cities and states. Some tournaments are very selective and accept only the top-ranked teams. Others accept almost any travel team that applies. ASA expects that all teams will play in tournaments during the soccer seasonal year. The major tournaments in Virginia and Maryland take place on Labor Day, Columbus Day and Memorial Day HOLIDAY weekends and on non-holiday weekends in August (before the fall season) and March (before the spring season). Generally, tournaments are held on a Saturday (two games) and Sunday (one game). If the team does well, it may play in a second game (the championship) later on Sunday. In some cases, in tournaments that occur on a three day holiday weekend, there may be two games on Saturday, two games on Sunday and a championship game on Monday. ASA teams are registered for league and tournament play as US Youth Soccer teams. Please note your player’s VYSA passes indicate they are only valid for US Youth Soccer Events. Tournament Selection The club’s coaching staff will establish a yearly tournament game plan for each team. A yearly plan lists all the tournaments and other events (i.e. State Cup, Team Camps, Showcases, etc.) the team will be participating in during the coming year. Teams (Team Tournament Coordinator) are responsible for applying to these required events. Any additional events, not on the approved yearly plan, must be approved by the team’s Age Group Director BEFORE the team applies for the event. Tournament Applications Tournament applications often need to be submitted two-three months before the tournament date. The team tournament coordinator should request a check from the club at least ten (10) days before the tournament application deadline. If you are inside the 10 days, you will need to have a family cover the tournament fee and request reimbursement. Check Request and Reimbursement Forms can be found on the club website under the Document and Forms section. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 34 Because of high startup expenses, most tournaments do not refund fees if games are canceled due to inclement weather. It is important to ensure that the tournament is sanctioned by the host’s state organization; a sanction form should be part of the tournament invitation. A note about GotSoccer: Many tournaments use the GotSoccer points system and their application process utilizes information that is gathered by that system. It is smart to create a GotSoccer account (www.soccerscheduler.com), and to input your team’s roster and play history onto the site. Doing so will make applying to most tournaments relatively easy. Tournament Travel Domestic Once the team has applied for a tournament the team tournament coordinator should see if the team needs to complete and submit Authorization to Travel paperwork. The state of Virginia is a member of US Youth Soccer Region One (1). Other members of Region one are Connecticut, Delaware, Eastern New York, Eastern Pennsylvania, Maine, Maryland, Massachusetts, New Hampshire, New Jersey, New York State West, Pennsylvania West, Rhode Island, Vermont and West Virginia Tournaments held within Region One states: ASA teams may enter tournaments within the Region One states without receiving permission to travel because our (VYSA) insurance already covers teams whenever they play within the Region One states. There are exceptions to this general rule – so please confirm with the specific tournament! Tournaments held outside the Region One states: Tournaments held outside of the Region One Area usually require a Travel Authorization. Any time an ASA travel team enters a tournament outside of Region One and within the US, Canada or Mexico, it must obtain a Travel Authorization (this replaces the old Permission to Travel authorization form). This is a mechanism to ensure that teams are covered by insurance when traveling outside of the Region One area. Travel authorization is now approved directly by VYSA. To obtain a Travel Authorization, go on line to the VYSA web site (http://www.vysa.com/registration/forms/86890.html). Completing the form is quick and easy. Please note that the authorization will be emailed directly to the email address you provide. Make at least one copy of the form – keep the copy for your team records and turn in the original at tournament registration, if required. International Teams traveling to play in tournament or “friendly” games out of the country need prior club approval must submit both Permission to Travel form and an Application for Foreign Travel and other documentation to both VYSA and USSF. This process must be started at least 4-5 months in advance of departure. Please check the VYSA, US Youth Soccer, and USSF websites for more information. Tournament Registration All tournaments require team registration. Some are “in person” registration the night before the tournament. The team tournament coordinator or team manager typically attends the tournament registration (or appoints another parent for this duty). Sometimes registration is available on-line in advance. You should find out in advance of the tournament where and when the tournament registration will be held. Sometimes it is at a designated hotel the day before the tournament begins, other times you can register at the fields an hour before your first game. All tournaments will require at a minimum 1) a copy of the team’s VYSA League/Tournament approved, stamped roster 2) an approved player card for each player on the tournament roster and 3) a copy of the medical release for each player. If you are also registering a player who is not on your roster (a so-called “guest”), then you will need that guest player’s card and medical release/waiver as well as a guest player release form (see further information below). Tournament Guest Players ASA travel teams may invite additional age-eligible, non-rostered players to attend tournaments with their team (they are called Guest Players). Most tournaments limit the number of guest players who may be added to the roster for the tournament. Please consult the rules for each tournament to determine all requirements for adding a guest player to your roster. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 35 The correct procedure is for the borrowing coach to contact the player’s coach of record (before contacting the player) to obtain permission to invite the player to come to the tournament and to arrange to borrow the player’s player pass. Once permission is granted the player will need to secure their US Youth Soccer player pass and medical release form from their current team. Please note: ASA travel teams are registered with VYSA as US Youth Soccer teams (not US Club teams). Guest players must possess a current, valid US Youth Soccer player pass (either rec or travel) to guest play with an ASA travel team. Some tournaments require a guest player form be completed. The guest player form can be found on the VYSA website. This form is Virginia’s On-Line Permission for Virginia Players ONLY- to Play with a Virginia Team. Bring a copy of the approved form to the tournament registration check-in. Players wanting to guest play with an out of state travel team must complete an Interstate Permission Form, which requires both State Associations to approve before the player may play. SPECIAL NOTE FOR PLAYERS PLAYING ON A CCL LEAGUE TEAM (from CCL Rules ) • A player from a CCL club team may not participate in out-of-league play with another CCL club team if the player’s CCL club has a scheduled commitment unless both Directors waive this restriction. • An invitation to participate in such an event with another team in a CCL club must be initiated by the Director of the guest team club with the Director of the player’s team club. The Director of the player’s team club may submit approval of out-of-league play in writing to the Director of the guest team club. • A player from a CCL club team who participates in out-of-league play with another CCL club team without the written approval of his/her Director is ineligible to play for another CCL club team in league play for the fall season of the next seasonal year unless the player has moved to the geographical area of the new club and beyond reasonable travel distance of the old club AND both Directors agree to waive the restriction. Recreational Player Pass ASA house recreational players may sometimes guest play in travel tournaments (check your tournament rules). To obtain a recreational pass for an ASA recreational player: Player should go to club website and follow the link to complete a rec soccer registration. Please select the pay by check option. The Recreational player pass costs $25. Call Soraya Strobach, ASA Rec Registrar, [email protected], to set up a time to process and pick up the rec pass. The player’s parents should bring the following to the ASA Office (5210 Wilson Blvd in Arlington) when picking up a rec player pass: $25 payment (cash or check) Proof of age to prove player is age eligible to guest with the travel team. Virginia Youth Soccer Association (VYSA) accepts the following as verification of birth date. o Birth Certificate o Military ID o Board of Health Records with raised seal o Passport (current or expired) o Alien Resident Identification Card – Green Card o INS Certificate attesting to age o US Youth Soccer Pass from previous season (travel pass only, not a rec pass) o Current driver’s license, learner’s permit or “walker” ID Please be sure and confirm your guest player is age-eligible to play with your team. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 36 Tournament Patches Travel Soccer patches are often exchanged with opponents after each tournament game. Team Tournament coordinators can order patches from ASA by emailing the ASA Registrar, Soraya Strobach at least one week before your tournament. In your email, state how many patches you will need and the team's name, gender and age group. Patches are packaged in batches of 50. Consider ordering enough patches to last your team through June. If you have funds in your Team Account to pay for the patches, submit an ASA Check Request indicating payment from your team legacy account If you do not have funds in your team account, please write your personal check to ASA. You will receive an email when the patches are ready to be picked up at the ASA office (5210 W ilson Blvd Arlington, VA 22205). There is usually someone in the office from 9am to 5pm Monday to Friday but please call ahead to confirm the office is open. The ASA office number is 703-527-0157. Tournaments and Hotels If you are traveling to a tournament where you will need to stay in a hotel, keep in mind that most tournaments require that you use their tournament travel agency. This information will be clearly stated on the tournament website. Not staying at the required tournament hotels is often grounds for a forfeit and not being asked back to the tournament again. Note also that some tournaments allow you to sign up for hotels at the time that you submit an application while others will not allow you to sign up for a hotel until you are accepted into the tournament.. The best travel experience will be had if you sign up for your hotel at the earliest option, selecting housing that meets your team’s requirements. Additional information and tips for Team Tournament Coordinators can be found in the Guide to Travel Soccer Tournaments for Travel Team Tournament Coordinators on the Team Management page of the club website. VYSA STATE CUP & THE US YOUTH SOCCER NATIONAL CHAMPIONSHIP SERIES The US Youth Soccer National Championship Series is the country's most prestigious national youth soccer tournament, providing approximately 185,000 players on over 10,000 teams from US Youth Soccer State Associations the opportunity to showcase their soccer skills against the best competition in the nation while emphasizing teamwork, discipline and fair play. The US Youth Soccer National Championships cap a yearlong series of competitions for boys and girls teams in multiple age brackets as teams earn their way from the top teams in their state to the regional championship tournaments. US Youth Soccer State Champions and selected wildcard teams through US Youth Soccer Regional Leagues in most age groups are eligible to compete in one of four US Youth Soccer Regional Championships. The champions in the Under-13 through Under-19 age brackets from each regional event will converge in July for the US Youth Soccer National Championships. Annually the US Youth Soccer National Championship Series provides the nation's top collegiate coaches with the premier stage to identify and scout the most coveted players in the country. In 2012, over 600 coaches attended the US Youth Soccer Regional Championships including the majority of the top 25 men's and women's programs based on the final 2011 NSCAA National Rankings for NCAA Division I schools. VYSA State Cup, is the playoff that determines the Virginia state champion in each age group. Ages U12 through U14 and U19 play in the Spring; ages U15 through U18 play in the Fall. ATS Travel Technical staff will determine which ASA travel teams should compete in State Cup. Most State cup play is on Saturdays except for the finals weekend. Top Seeded teams have home field advantage (although games might not be played on home fields per state cup rules). When applying for State cup play teams must agree to travel anyway in the state of Virginia to play their State Cup game. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 37 Except for those teams that are seeded, matches are assigned by draw in a single-elimination tournament format a few weeks before the Cup begins. State Cup matches take priority over league play; teams with conflicts must notify both the opposing league team and their Club Representative to arrange to reschedule their league game. Cup winners (state champions) advance to the Region 1 Championship Tournament held in late June/early July. Site of this tournament will be in a Region 1 state. Champions from the four U.S. Youth Soccer regions advance to the U.S. National Youth Soccer Championships in the U13 through U19 age groups in mid- late July. The club has a special program set up to called the “Give Back Policy” to assist State Cup Champion teams heading to Regionals. Information on this program can be found on the Travel Policy page of the club website. ASA Region I Tournament Fee Reimbursement Policy + Give Back Policy Notices announcing VYSA State Cup competition usually go out in January or February for Spring and in July or August for Fall; information and applications are available on the VYSA website. If you do not receive information by July 1 or March 1, you must seek it on your own. Application Deadlines and State Cup Freeze Deadlines are firm, NO EXCEPTIONS. Teams must submit special approved VYSA state cup rosters along with the team registration fee in order to apply to play. Previous Arlington Soccer Association State Cup Champions/Finalists U17B Arlington Strikers Red, 2014 State Cup Champion U16B Arlington Impact Red, 2014 State Cup Champion U15B Arlington Impact Red 2013 State Cup Champion U16B Arlington Strikers Red 2013 State Cup Champion U12B Arlington Eagles Red 2012 State Cup Champion U19B Arlington Venom State Cup 2012 State Cup Finalist U13B Arlington Impact Red 2011 State Cup Champion U17B Arlington Venom 2010 State Cup Champion U12G Arlington Boomers 2001 & 2002 State Cup Champion Previous Arlington Soccer Association Region 1 Champions/Finalists U15B Arlington Impact Red 2013 Region 1 Finalist U16B Arlington Strikers Red 2013 Region 1 Finalist U12B Arlington Eagles Red 2012 Region 1 Champions INDOOR LEAGUES, WINTER LEAGUES & FUTSAL Indoor Soccer & Futsal Some teams play in indoor, small-sided soccer leagues during the winter. Several area facilities offer indoor select leagues and holiday or weekend tournaments. Registration is usually due in early Fall. Some of the more popular leagues/facilities fill up very quickly. Some indoor organizations offer two seasons of play (late fall-early winter and late winter-early spring), while others have one season that usually begins in January. Some coaches love indoor soccer because it is fun, builds foot skills, and keeps their players in touch with the game; others dislike it, claiming it corrupts the players’ touch and style of play (in part because players learn to play the ball off the wall). Futsal is a similar program that is played with a smaller, heavier ball on an indoor court but without using the walls. Futsal is becoming more popular each year; several indoor soccer facilities offer futsal play as do a couple special futsal-only arenas. Some strategies teams use for dealing with the problem of large rosters for small-sided indoor games include: Make indoor play optional for the players Ask the players to select a certain number of games to play and to sit out the balance Enter two teams in the league rather than one ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 38 The cost of these events/ leagues are not included in a player’s club fee. Application fees need to be included in a team’s team fee budget. Approval to play in an indoor/winter/futsal league is needed from a team’s AGD. Note: ASA does not sponsor or run an indoor winter league at this time. Winter Leagues Various clubs and organizations are now sponsoring winter outdoor league play. Team may decide to participate in one of these leagues with approval from the Age Group Director (AGD). The cost of these events/leagues are not included in a player’s club fee. Application fees need to be included in a team’s team fee budget. OLYMPIC DEVELOPMENT PROGRAM (ODP) The US Youth Soccer Olympic Development Program (ODP) was formed in 1977 to identify a pool of players in each age group from which a National Team will be selected for international competition; to provide high-level training to benefit and enhance the development of players at all levels; and, through the use of carefully selected and licensed coaches, develop a mechanism for the exchange of ideas and curriculum to improve all levels of coaching. Olympic Development Teams are formed by VYSA beginning at age U12. Competitive tryouts are held in various areas (districts) in the state. Selected District players later try out for the Virginia State teams which usually hold several practices at various locations in Virginia. Virginia State ODP players may go on to try out for Regional and National ODP teams. Unlike the August 1 - July 31 birth date guidelines for league play, ODP teams are selected based on birth year (1990, 1991, etc.). Initial ODP tryouts are usually held in early August. Notices of tryouts are emailed to all rostered VYSA travel players. Complete information about the ODP is available on the US Youth Soccer Website and VYSA website. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 39 APPENDIX A TIPS FOR TEAM MANAGERS DELEGATE! Don’t try to do it all yourself. By giving a job to each family on the team, you help to create team unity and support. Distribute a roster with most of these numbers: home/cell phone, e-mail, home addresses, parents’ names, and (for new teams) children’s schools. Prepare a wallet-sized, laminated phone list with families’ names and home/cell/work phone numbers for emergency contacts while en route or at the field. Send a weekly email on Wednesday or Thursday (after confirming directions with the opponent) that reminds parents/players of game time, opponent, provides driving directions, and specifies who is responsible for snacks. Whenever you prepare a handout, write each player’s name on top. That’s the only way to keep track of who got what (and who left it on the bench). Use a loose leaf binder to keep track of official team paperwork, such as medical releases, official roster and copies, player status forms. Store player passes in the binder in sports card protector pages, and store all papers in clear plastic page protectors. Have a well-stocked medical kit at every practice and game. Assign a parent the responsibility of regularly checking and restocking the medical kit. In addition to the standard bandages, tape, and cold packs, a medical kit should contain a small ball pump, a pen, shoelaces, loose change, a bag of elastics to keep the girls’ (and boys’!) hair out of their faces and plastic bags for players’ jewelry Make an extra copy of the notarized medical release forms and put them in a small binder to give to the coach to take to all games and practices, in addition to the official set which stays in the manager’s binder. Make a copy of your team’s practice permit, slide it into a page protector and give it to your coach so they can keep it with their team practice gear. Someone will invariably forget part of the uniform. Have a spare set of shorts, socks, and shin guards, and an extra team jersey at all games. Keep electrical tape and safety pins in the medical kit and use them to fashion the correct number on the jersey when a player forgets to bring the one being worn that day. A player may play using a jersey with a different number if the referee is informed in advance and the substitute number is shown on the game card roster (please check with league and/or tournament rules). Bring a small cooler filled with ice and plastic zipper bags for making on-the-spot ice packs. The cooler is also a good place for storing washcloths (to clean injuries) and cups. Keep a file of handouts, schedules, and other information that is distributed during the season. When new players try out, give them a copy of the file. This will help them know what to expect on your team. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 40 APPENDIX B GAME DAY GUIDE FOR TEAM MANAGERS Prior to the Game Meet up with the opposing Team Manager and take care of the Game Card/Referee Card (pasting on rosters, coach/TSL signatures, etc). Note: most leagues are now requesting adhesive labels only for the stick on roster – no glue stick. Glue stick rosters fall off due to weather and when they are processed through the US mail. If your league (or State Cup Play) requires Game Day Rosters printed from the VYSA or league database be sure and print and bring the appropriate number of copies to the game. Check league rules on maximum number and how guest players must be designated (i.e. an asterisk by their name) For age groups/leagues that allow more that 18 players on a roster be sure and count both (yours and theirs) team players to ensure only 18 players are listed for that game. Some leagues require players not on the game day roster to be dressed in street clothes – no uniform parts on. Ensure that any players “sitting-out” due to red cards are so noted (check league rules for specifics) and these players are pointed out to the referees. Some leagues require the opposing team to sign and acknowledge the player sit out. Failure to follow the league specific rules will cause the player to sit out again and a possible forfeit for the team. READ YOUR LEAGUE RULES! Meet the Referee Crew Go over and introduce yourself to the referees. Tell them to give you a heads up when they are ready to check in the team. If you are the home team present the referees with the game ball (and back-ups) if required by league/tournament rules and give the Game Card/Referee Card to the referee crew to sign (if required by your league). Introduce your TSL (Team Sportsmanship Liaison) and STARS (Special Team Assistant Referees) to the referee crew (if your league and age group requires these positions) The coach or manager should confirm game length with the referee when presenting the card, as game length differs among leagues, tournaments and age groups. Uniforms Players should bring both jerseys, shorts and socks to every game. Shirts must be tucked in and shin guards worn. Players who play in a jersey which does not bear the player’s official number can cause their team to forfeit their game. Check you league/tournament rules to see if game day jersey number changes may be made and what the procedures entail. Jewelry must be removed. Players playing with a cast/brace need to consult with the referee prior to the start of the game about the cast/brace. (If playing in a tournament, check your tournament rules – some states do not allow players to play with casts or certain braces) Player Passes and Official Roster Player passes must be brought to all games. ODSL, WAGS, CCL and NCSL teams are required to present them to the referee for verification before the game. Teams that do not have player passes by the league designated time may end up forfeiting the game. Cards and rosters must remain at the field for the entire game. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 41 Team Check-in While there is probably a standard team check in, most procedures seem to vary by referee crew. Ask your center referee how they would like to handle check-in. Many ref crews are happy if you, the team manager, organize this step. One quick way is to have the players line up alphabetically (as your roster is organized this way and so should your player cards). Referees often hold the roster to verify the player name and jersey number as you call it out. One of the AR’s (or the team manager) then shows the player card (with the photo) to the referee as the player’s name is called. The player can step forward, show his/her face, turn around present their jersey number and once approved by the referee step out of the line. By lining up alphabetically the players seem to fall in line faster and a quick scan will allow you to know all the players are present. Score Reporting Please note that many leagues require scores to be reported by a certain amount of hours post game or by a certain time in the evening. Some leagues require one person in the club to report all scores, other leagues require the home team or both teams to report the score . Again please check your league rules. If your league or during State Cup play requires the team to mail in their Game Day Roster/Game Card be sure and mail it in the time frame required! If your league posts cards (red/yellow) check to see they were posted correctly: Makes sure you understand how cards/points accumulated by guest players count towards your team total. To close the loop be sure and report any red cards a club pass player received to their base team. Club pass players (players from other ASA teams) who are red carded must sit out the next league match (regardless of what team they play with). ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 42 APPENDIX C TEAM MANAGER NOTEBOOK Must Have Items in your Team Manager Notebook Player Passes (Lamination is recommended and required for State Cup and CCL League games) Not having player passes at the games can result in a forfeit for your team. Coach/Official Passes (anyone on the team sideline must have their official pass) Stamped, Approved VYSA Roster (and State Cup Roster if playing State Cup) Player Medical Release Forms Game Card/Referee Card ** Roster Labels or Game Day Roster** Pen League Rules Contact Information for Opponent** DIAL MY CALLS/GROUP ME phone number and log in information Team Phone/Contact List (all these numbers should also be programmed into your cell phone) Emergency/"Ref in Reserve" card (given out at Program Council Meeting and posted on club website) Chart to keep track of player cards/points** Phone number to report scores upon completion of game** Phone number of ASA Rover (for home games) Phone number of you ASA Club league representative (if issues arise) ** Items vary by league. Consult your league rules for specifics ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 43 APPENDIX D BEGINNING OF YEAR TEAM MEETING AGENDA Arlington Soccer Association Travel Soccer Beginning of the Year Team Meeting Agenda Introductions – Coaches, Team Manager (if already in place), Parents, Players (if present) Coaching Philosophy and Goals for Season Coach responsible for selection of players, their positions and their playing time in addition to playing style and practice method. If team roster is over 18 discuss process for selection of “Game Day 18 players” If in a league or age group that allows Club pass players explain intent and process. Discuss Player Responsibilities Coach outlines expectations regarding player commitment, prompt arrival, attendance, fitness, team rules, sportsmanship, homework etc. Review of items listed in Club Commitment letter and club/league Code of Conducts Discuss Parent Responsibilities Coach indicates to parents their expectations regarding prompt arrival and pickup, attendance, support, schedule conflicts, communication of parental or player concerns, parental conduct at games and practices, good sideline behavior. Review of items listed in Club Commitment letter and club/league Code of Conducts Discuss Practice/Game Schedules Discuss Practice Schedule (especially start of pre-season practice dates; Off-Season Training; Indoor League Play, summer camps Discuss game schedule, start of season dates Discuss who to call/email/TXT if player cannot attend practice/game Discuss Tournament Schedule Team Administration Explain that team families are responsible for the organization and management of the team. Select Team Parent Coordinators for all positions (a list and description of duties can be found in the team managers manual) Team/Club Communication Refer to club website for important club information Refer to Team website for team information (practice schedule, tournaments, field locations, etc) Email – club and team will communicate during the year with club/team families via email Hotline – explain DIAL MY CALLS/GROUP ME hotline. Ask families (during meeting) to plug in the team hotline number in their cell phone so the number will pop up on their cell phone in the future as a known phone number Uniforms Reminder families to order new required uniform kit by first week of July. Discuss Optional Team Uniform Items (warm-ups, backpack, practice t-shirts) and decide if any are required for your team. Identify Preliminary Team Budget; Possible Fundraising ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 44 Club and Team Fees Club fees - Remind families that first club fee payment is due July 1st. Additional club fee payments are due on September 1, October 1, November 1 and February 1. Club fees can be paid online via credit card or by check or cash. Team Fees – Should have been discussed during team budget discussion. Set dates and amounts that team fees are due to the team (check or cash). Paperwork Verify Family Information for team contact list (parents names, address, home/cell phone numbers, etc) Collect SIGNED League Codes of Conducts (parents and players must sign). Note: not all leagues have codes of conducts (such as CCL) and some leagues (such as ODSL) require parents/players to sign a one page document to be turned in when players are rostered. Collect completed/SIGNED Medical Release Forms If prepared team registrar can collect proof of birth/age documents from new travel players ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 45 APPENDIX E TEAM EQUIPMENT BAG Does someone on your team look like this on game day because they forgot something? The solution is a team equipment bag brought to every game. Below is a list that was provided by one of the club's team parent equipment managers. He has over ten years’ experience keeping a team equipment bag and is known as a "Hero" by many of the players he has helped over the years. Items and quantities vary based on age of team and number of players. Place all the items in a rolling backpack and assign a parent to bring the team equipment bag to each game. First Aid Kit (include large plastic bandages for turf burns and "goalie knees", pre-wrap and tape as some trainers at tournaments now charge for these items) Something to treat Blisters Muscle cream (Ben Gay, etc) Extra Tape in white/royal blue (to hold elastic wrap or to hold up socks) Several elastic wraps Advil Ball pump Shoelaces (extra long for cleats) Hair bands/elastics (Contact) Saline Solution (for contacts or to clean wounds) Sunscreen Bug Spray Chap stick Clear Plastic trash bags (to place player's team backpacks in during rain, to sit on, to wear, to use as trash bag) Small sealing plastic bags (multitude of uses such as an ice pack, to hold player's jewelry, keep player passes dry in bad weather) Duct Tape (can be used to hold cleats together in an emergency) Extra uniform kit/extra uniform socks/Extra pair of shin guards (players are known to forget or lose these items come game time) Space blanket (has a reflective material on one side - to reflect the heat. Provides warmth on cold rainy days and keeps injured players warm). Baby Powder/talc (for those players that forget their compression shorts) One time use Ice Packs Stop watch (to time the games) Towels (for drying hands, benches and soccer balls) Also a small cooler filled with ice in zip lock bags (for injuries). Small washcloths can also be kept in bags in the cooler and used on a player's neck in the heat. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 46 APPENDIX F DANGEROUS WEATHER By way of definition, dangerous weather exists if any of the following conditions are present: - The sound of thunder follows lightning within 10 seconds of a visible flash. Any cloud-to-ground strike occurs within 2 miles of the field. Thunder is heard from within a 2-mile radius of the field, regardless of the presence of lightning. Any lightning, of whatever form, is visible within a 2-mile radius of the field. What to do when lightning is near: Most deaths occur when a person is in the open or under a tree. In the open, crouch or sit in the lowest spot available (do not lie flat). Move away from isolated tall objects. Seek shelter in a large building or enclosed automobile. Get away from open vehicles, including convertibles, bicycles, motorcycles, and golf carts. Drop all metal objects like gold clubs, tennis rackets, and fishing rods. Remove shoes with metal cleats. If you feel an electrical charge, your hair stands on end, or your skin tingles, lightning may be about to strike you. Drop to the ground immediately. If someone is struck by lightning, start mouth-to-mouth or cardiopulmonary resuscitation (CPR) Reprinted from the Washington Post ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 47 APPENDIX G US YOUTH SOCCER AGE GROUP MATRIX ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 48 APPENDIX H CLUB PASS & LEAGUE RULES Club Pass and Movement of Players for Games Club Pass Definition – a player holding a current, valid VYSA/MYSA player pass may play with another team within their club. Players must abide by all league rules when using a club pass. The main objective of the club pass system is to allow coaches to move players freely within their own club based on specific team needs and in the interest of player development. Rules for using club pass players vary by league, state cup and tournament rules. Sometimes they even vary within an age group. CONSULT YOUR LEAGUE RULES for specifics. For teams that are eligible to use a Club pass the process is that coaches of the “lending” and “receiving” team communicate with the player/parent and team managers no later than Thursday night prior to a weekend league game. This allows players/parents to plan accordingly and allows team managers and players to work among themselves to move the player’s pass and medical release to the receiving team for the weekend (and then afterwards return it to the lending team). CCL LEAGUE NOTE: If your team has players guesting for your CCL games the coach must send an email to the club’s DOTC and the team’s AGD by Friday @11am before a weekend game. The email must include the player name and the name of the team the player is rostered with for the season. ASA must notify our opponent of any players using a club pass for games. LEAGUE Club Champions League (CCL) CLUB PASS RULES RESTRICTIONS An age-appropriate player within a CCL club may play in CCL league games on a team in the same club at any time during the seasonal year via the “CLUB PASS”. No games may be played with a guest player from a nonCCL club. If the Club Pass player is rostered to a CCL team included in club standings, the player may not play on two teams in the same scheduled block of games unless one team forfeits their game. A team may have no more than five Club Pass Players in any game PROCEDURES ASA coach must send an email to the club’s DOTC and the team’s AGD by Friday @11am before a weekend game. The email must include the player name and the name of the team the player is rostered with for the season FURTHER INFORMATION CCL League Rules - Page 1 The Director of the club with club pass players must notify the Director of the opposing club prior to game time if this rule is being implemented. A game-day roster listing all players who will participate in the game and their jersey numbers must be given to the referee prior to the start of the game. Any CCL players, playing as a guest for another team in a league match, and ejected from the match, must serve a sit-out in their next CCL match. National League Only those players listed on the team’s current official stamped State Association roster may play in any National League games. ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 49 National Capital Soccer League (NCSL) For U9 and U10 matches, the NCSL allows USYS carded travel players to play on any U9 and U10 team within their club (U9’s on U9 team, U10’s on a U10 team). Club pass is NOT allowed for U11+ age groups. Players may not play out of their rostered age group on a club pass, even if they are of the correct age for the receiving team. Players that use the club pass may play for only one NCSL team per day. Teams are allowed to have an unlimited number of club pass players per game Club pass players must present their US Youth Soccer travel player pass to their opponent’s team official, either the Team Manager, Coach or Assistant Coach. NCSL Rules - page 31 The club pass player’s name must be added to the team’s game day roster that is shown on the Official Blue Game card. An asterisk (*) must be placed next to the club pass player’s name on the Official Blue Game card. Red/Yellow card pointed earned while guesting stay with the player. If the player is redcarded while playing as a guest they must serve a sit-out in their next NCSL game. Old Dominion Soccer League (ODLS) Club Pass Players must: Be registered to a travel team with the same club they are guest playing for. In age groups U14 and below, up to three guest players are allowed. In age groups U15 and above, up to five guest players are allowed. No guest player may play more than one ODSL league match per day. A guest player may play up in age, but not down in age. Guest players are allowed to play up no more than two age groups in the U9-U13 age group. On game day the guest players must have their official current year USYS player pass and this is to be presented to the referee prior to the game at the time of the standard player pass/roster check. All guest players are to be displayed on the ODSL Referee Report Card and clearly noted as guest players. New in Spring 2014 a team using a club pass player must complete a form that is to be given to the opposing coach or ODSL Rules manager prior to the match. All yellow and red cards issued to a guest player count towards the team total they are playing for at the time the card is issued. Any player with an unserved sit-out(s) in any league is not eligible to play in an ODSL match until the sit-out(s) have been served. Any ODSL players, playing as a guest for another team in a league match, and ejected from the match, must serve a sit-out in their next ODSL match. Premier League – Region 1 No Guest/Club players allowed ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 50 Washington Area Girls Soccer (WAGS) Carded players are permitted to guest play on any teams within their club for which they are age-qualified. Any player on an age specific roster (to include those players that are ‘playing up’ on that roster) may not play for another team in their division, or a team in a lower division. If considering using players from teams that play in other leagues (non-WAGS) contact the WAGS office to determine if permission will be granted. Players can only play for one WAGS team per day. Rostered players that are ‘playing up’ may not play down in their age appropriate division. A player in a younger age group, irrespective of division, may play up on any older team, irrespective of division All guest players will provide their current USYS or MSYSA Secondary player pass to the hosting team on game day. Guest player’s name must be included on Game Report Card submitted to the referee. WAGS Rules An asterisk (*) must be placed next to the guest players, as well as the league, team, age group, and division that player is carded must be included on the Game Report Card. Red/Yellow cards stay with the team the player guested with. If the guest player receives a red card the player must sit out their next WAGS game. Playing up may only occur in the following manner: U-09 to U-10, U-10 to U-11, U-11 to U-12, U-12 to U-13, U-13 to U-14, U14- to U-15, U-15 to U-19. Teams found to be in violation of WAGS Rule D.3.c. will forfeit that game. For U-13 and older teams, maximum includes up to five (5) guest players using the club pass. For U-12, maximum includes up to three (3) guest players using the club pass For U-9, U-10 U-11 the maximum includes unlimited guest players using the club pass This grid was created by Arlington Soccer Association for their coaches and families - As of 1/1/2014 ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 51 APPENDIX I COMMON SOCCER ACRONYMS ADOC Assistant Director of Coaching AGC Age Group Commissioner AGD Age Group Director ATS Arlington Travel Soccer, governing body for travel soccer in Arlington ATSP Arlington Travel Soccer Program DOPD Director of Player Development DOTC Director of Travel Coaching ICW International Clearance Waiver PK Penalty Kick R&D Rules and Discipline STAR Special Team Assistant Referees TD Technical Director TSL Team Sportsmanship Liaison ATS Travel Team Manager Manual ©2013, updated Jan 2014, June 2014 Page 52
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