Thank you for helping the club and your teams by volunteering to be the team manager for your McLean Youth Soccer travel team. The McLean Youth Soccer staff is here to support your efforts. Please become familiar with the various staff members, and never hesitate to ask a question. The youth soccer world is increasingly complex, and the club strives to provide constant assistance and support for the teams and members.
It is very important always ask the staff for assistance. Many team managers form great bonds over shared responsibilities and shared frustrations. However, unfortunately, sometimes misinformation can be readily distributed among team managers. Never hesitate to email or call the Associate Club Administrator to get clarification or information about any situation or question.
Email the Associate Club Administrator to be added to the MYS database. It is from this database that all club emails will be sent including information about field requests, club policies, etc. The Associate Club Administrator is also your acting club rep for all league questions.
Familiarize yourself with some important websites:
league website – ncsl-soccer.com; wagsl.com; odsl.org; clubchampionsleague.com; eliteclubschampionsleague.com
The travel team manager works with the team and other organizations to provide support for the various levels of registration required of a travel soccer team:
State Association (VYSA)
Some teams may choose to delegate this responsibility to a Team Registrar (see below)
Work with club rep and registrar
Familiarize yourself with vysa.com registration system
Create team’s official roster and player passes
Add, transfer and release players as requested by coach and/or players
League Registration (NCSL, WAGS, or ODSL)
Club Rep handles team registration with the league
Club Rep will communicate with manager about league registration.
Managers attend pre-season meetings as required by leagues
Club Registration (MYS)
In the Fall and Spring Seasons, individual players must directly register through www.mcleansoccer.org
Team manager (or Team Registrar) should confirm individual player registration prior to completing State registration process
Player Registration can be checked using team login at McLean Youth Soccer website
TEAM MANAGER - PRIMARY RESPONSIBILITIES
The Travel Team Manager’s primary roles are:
- Liaison for the team (i.e. between coach and team, between team and club rep for the league, etc)
- Representative of the club and of the team to outside parties (i.e. opponents)
The Travel Team Manager’s primary responsibilities are:
The Manager is the primary contact for the team with regard to communications with the team and its opponents throughout the season. Examples of such communication include:
- Weekly Team Communications including weekly email with upcoming schedule, and last minute communications (i.e. via Rained Out (free) or One Call (fee-based)
- Provide Support to Club, Team and Coach (i.e. when requested, relay club information to players, etc.)
- Game Day Responsibilities (if not delegated to another volunteer- see below for specifics)
DELEGATE - - OTHER TEAM COORDINATORS
Managing the various activities for a travel soccer team can be complex depending on the age and competition level of the team. It is highly recommended that a team manager work with the team coaching staff to identify the needs of the team, and find parent volunteers to address some of these needs.
Some examples of parent volunteers needed for most travel teams include:
- Age Group Manager - The role of the Age Group Manager (AGM) is to serve as the primary liaison between the coach and the triplet teams, MYS, MPS/MYS Travel Administration, the respective travel league club reps, and MYS Fields. Specific responsibilities include, but are not limited to, seasonal and special field requests/permits, team registration, tryout announcements, communications to all team families (OneCallNow or e-mail communications as directed by Coach), and helping to organize and/or coordinate other team activities with other volunteers, including Parent Team meetings. This is a year-long position.
- Treasurer - Develop and implement a budget for the age group teams. Open and manage checking account, collect player fees/team income (not covered by MYS), and handle reimbursements and payment for team expenses. The treasurer is responsible for reporting a summary of the age groups financial at the seasonal parent meetings. This is a year-long position.
- Team Registrar - The registrar will collect all relevant information from each player to complete the VYSA player registration and team roster process. Specific responsibilities include creating team rosters and players passes, and coordinating any player adds/transfers/releases throughout the seasonal year. Create and maintain team contact sheets. This is a one-time position each year with some potential work between the fall and spring seasons. (Most work will be completed during the pre-season/summer.)
- Social Committee Coordinator - Each team should have a representative to serve on this committee, but the more the merrier and the lighter the work. The committee will plan a player/family social function or party each season, as well as, at least one parent only social function. A budget should be submitted to the Treasurer to ensure there are funds to cover costs (this prevents the repeated requests for $5 to $10). The committee will solicit additional volunteers, as needed to host and/or bring things to the parties.
- Uniform Coordinator - This volunteer provides a spreadsheet to the club with roster details for the team. They help to assign individual jersey numbers (at the direction of the coach), and works with the Associate Club Administrator to have personalized emails sent by soccer.com to each family. The uniform coordinator will also help distribute the training gear.
- Team Communications Manager - Create and maintain team website on the MYS website. Submit new of teams’ and players successes to MYS and local newspapers. Any and all shutterbugs are encouraged to take pictures of the teams during games and “team” shots at tournaments and games.
- Tournament Coordinators - Work with the coach to register for, handle prep work for teams’ participation in tournaments. Specific responsibilities include, but are not limited to tournament registration, on-site check in, organizing hotel/accommodations, coordinate team dinner if desired, purchase MPS travel patches for exchanging at tournaments. Maintain record of teams’ tournament participation and results. This is an on and off volunteer position throughout the year.
- MPS Tournament Representative (U9-U12 teams) - This volunteer will work with the MPS Tournament Director to identify team responsibilities in support of the MPS Tournament. Then, work with the team to fill those responsibilities at the tournament.
- Travel Coordinator - Work with the coach to identify team travel needs, including in support of any out of town tournaments. Collect information about ground or air travel, lodging and other team needs, make reservations, and communicate with team.
- Team Sideline Liaison - The TSL serves as the point of contact between the referee and the team at each game, and monitors and addresses parent behavior during the games.
- Game Day Supplies Coordinator - This volunteer will initially put together a first aid kit for the team (to be reimbursed from team funds) and bring it to and from each game. Throughout the season the First Aider will replenish the kit as needed. May also order a portable bench and/or tent for the team (to be reimbursed from team funds) and bring it to and from each game.
- STARS (Special Team Assistant Referees) - NCSL and WAGS STAR Program provides trained certified assistant referees to U12, U13, and U14 matches when neutral assistant referees are not assigned. As a STAR, their primary duty on game day is to the team, not officiating. Each team must identify three (3) legitimate STARs prior to the beginning of each season by posting their names and contact information in the Team Contacts section of the NCSL and WAGS websites.
- Other possible positions: College Brochure Coordinator, Fundraising Coordinator, Risk Management Coordinator, Winter Program Coordinator.
WHAT A TEAM MANAGER DOES NOT DO
- Team managers should not communicate directly with the county, the league or state association unless directed by the club representative
- Team managers do not make roster decisions or playing time decisions.
- Team managers do not coach players on the sidelines
- Team managers do not take action without the head coach direction or approval
POLICIES and PROCEDURES
League registration varies greatly between leagues. Please check with the Operations Director to review requirements for your team’s league. The following information should be collected for all players. It is easiest if this is collected in a spreadsheet. There are some great resources on the web to collect information and generate spreadsheets (i.e. Wufoo).
Basic information to collect for all players:
a) Full name (as on birth certificate)
b) Parents' names
c) Street address
d) Phone numbers (home and cell)
e) Email addresses (good to have at least a couple)
f) Was the player born outside the U.S.?
g) Jersey number (or jersey number preferences)
h) Digital copy of birth certificate
i) Digital headshot (jpg format best)
Other info: some leagues may require code of conduct, medical release, etc. Check with Associate Club Administrator for league-specific requirements.
GAME DAY PREPARATIONS
- Contact opponents to confirm directions and uniform colors
- Communicate game day instructions to team (field directions, uniform colors, field changes, et al)
- Bring Team notebook to game – official roster, communication roster, player passes, sideline passes, medical release forms, codes of conduct.
- Bring additional jerseys, shinguards, as needed.
- A communication roster should have all numbers for coaches, trainers, managers, players, as well as important club numbers (administrator, fields, league rain hotline)
- Cautions and Ejections – Sit Out Cards – it is the manager’s or game day manager’s responsibility to keep track of cautions and ejections received by the team throughout the season.
- For home games, please be sure to arrive at least 30 minutes before the scheduled game time and ensure that the field is lined, flags are in place and goals are anchored. If there are any issues please call MYS Fields at 703-906-3555.
TRAVEL PROGRAM COMMUNICATIONS POLICY
The McLean Youth Soccer Travel Program has a network of staff to support its members. A chain of communication has been established to help address member's issues or concerns. In the event that a parent, player or member has a technical or administrative issue or concern, please follow the process below. If a resolution is not identified, please move to the next level of escalation. Please allow for a reasonable response time.
- First Level of Escalation: Team Coach (technical) and/or Team Manager (administrative)
- Second Level of Escalation: Age Group Director (technical - visit http://www.mcleansoccer.org/page/show/39783-key-contacts for full list of AGDs) and/or Associate Club Administrator (administrative- firstname.lastname@example.org)
- Third Level of Escalation: Technical Director - Clyde Watson (email@example.com)
- Fourth Level of Escalation: Executive Director, Louise Waxler (firstname.lastname@example.org)
For additional questions about other club policies (including team fees, risk management, field scheduling, field use, etc), please contact Melissa Riemer, Operations Director. More information will be distributed in the Travel Program Handbook.