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TEAM FUNDRAISER INFORMATION
MYS TRAVEL TEAM FUNDRAISING - POLICIES AND PROCEDURES
Travel Teams who are interested in team fundraising opportunities should make sure to review this information and complete the appropriate steps below.
BASIC INFORMATION:
- Team fundraising opportunities may or may not require the use of the club FEIN (501c3) number. If the particular organization with whom you are working requires the FEIN, please review the FEIN guidelines below. If you do NOT need the FEIN number, PLEASE still complete the steps below.
- Concessions Sales at Local Fields: If a team wishes to sell concessions at a local field, permit applications must be submitted through the club. Please allow for at least 3 weeks, and contact fields@mcleansoccer.org for details.
- FEIN Guidelines: The purpose of this notification is to establish the use of McLean Youth Soccer's FEIN (Federal Employer Identification Number) in club, program, team, and other fundraising functions. Requests to use the FEIN will be made prior to the event taking place and approval must be obtained before any advertising materials are published (please use the form provided below)

MYS will only authorize use of their FEIN when the intention and communication to a potential donor(s) is that all donated funds are going directly to and benefitting McLean Youth Soccer (the entire club). All donated funds will be considered MYS funds and will be appropriated on an 'as need' basis. Programs and/or teams wishing to receive donated funds will submit a request to the MYS Executive Director to petition funds for their specific need.

Note this includes most 'corporate' fundraising such as restaurant events, volunteering at Jiffy Lube Live, raffles, etc. The purpose of this policy is not to hamper fundraising efforts by specific programs or teams, but to ensure we are within Virginia state and federal laws.

ALL TEAMS HOLDING FUNDRAISING EVENTS MUST COMPLETE THE FOLLOWING STEPS for EACH EVENT.

Step 1: Team submits this form outlining basic plans and notifying the club of their plans. Please complete one form for each event - https://goo.gl/forms/IdHacCrIMjP7C0PA3


Step 2: Team awaits approval from club leadership for the submitted fundraising proposal. (If you have not received a response within 7-10 days, please email admin@mcleansoccer.org to follow-up).

Step 3: Team holds fundraising event.

Step 4: After fundraising event, teams complete this form to report results of fundraiser and/or request the funds (if team is using the club's FEIN) - https://goo.gl/forms/gMLUy0DzkIUwAuH93

 
Team Administrator Information

Thank you for helping the club and your team by volunteering to be the team administrator 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 to always ask the staff for assistance when needed. Many team administrators 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 Director of Operations to get clarification or information about ANY situation or question.

GETTING STARTED:

  • Email the Director of Operations to begin communications and receive access to resources (such as Team Connect).
  • Familiarize yourself with some important websites including mcleansoccer.org, vysa.com, league websites

REGISTRATION:

The travel team administrator 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 (CCL, NCSL)

Club Rep handles team registration with the league
Club Rep will communicate with manager about league registration
Administrators may be required to 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 administrator(or Team Registrar) should confirm individual player registration prior to completing State registration process
Player Registration can be checked using Bonzi Team McLean Youth Soccer website

TEAM ADMINISTRATOR - PRIMARY RESPONSIBILITIES

The Travel Team Administrator's primary roles and responsibilities 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)
  • COMMUNICATE and DELEGATE

COMMUNICATE

The Administrator 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 through Bonzi Team 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 administrator work with the team coaching staff to identify the needs of the team, and find parent volunteers to delegate some of these needs.

Examples of travel parent volunteers:

  • Treasurer - Develop and implement a budget for the age group teams (if triplet team) or team. 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 group's financials at the seasonal parent meetings. This is a year-long position. *REQUIRED position for each team.
  • 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 work with the Director of Operations to have personalized emails sent by soccer.com to each family.
  • Team Communications Manager - Submit news 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 and handle prep work for teams' participation in tournaments. Specific responsibilities include, but are not limited to tournament application, registration, online or 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) - The NCSL STAR Program provides trained certified assistant referees to U12 and U13 matches when neutral assistant referees are not assigned. As a STAR, their primary duty on game day is to officiate the game. Each U12 and U13 team in the NCSL league must identify two (2) legitimate STARs prior to the beginning of each season by posting their names and contact information in the Team Contacts section of the NCSL website.
  • Other possible positions: College Brochure Coordinator, Fundraising Coordinator, Risk Management Coordinator, Winter Program Coordinator.

WHAT A TEAM ADMINISTRATOR DOES NOT DO

  • Team administrators should not communicate directly with the county, the league or state association unless directed by the club representative
  • Team administrators do not make roster decisions or playing time decisions
  • Team administrators do not coach players on the sidelines
  • Team administrators do not take action without the head coach direction or approval

POLICIES and PROCEDURES

McLean Youth Soccer has implemented a number of important policies and procedures to support our members and to continually strive to provide the best environment for the development of our athletes.

All members should regularly review the policies.

LEAGUE REGISTRATION

League registration varies greatly between leagues. Please check with the Director of Operations 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:

  • Full name (as on birth certificate)
  • Parents' names
  • Street address
  • Phone numbers (home and cell)
  • Email addresses (good to have at least a couple)
  • Was the player born outside the U.S.?
  • Jersey number (or jersey number preferences)
  • Digital copy of birth certificate
  • Digital headshot (jpg format best)


Other info: some leagues may require code of conduct, medical release, etc. Check with Director of Operations for league-specific requirements.

GAME DAY PREPARATIONS

  • Contact opponents to confirm directions and uniform colors
  • Communicate game day instructions to team (i.e. field directions, uniform colors, field changes, etc.)
  • Bring Team binder 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 administrator's or game day manager's responsibility to keep track of cautions and ejections received by the team throughout the season. These should be submitted to the club through this form.
  • 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 Administrator (administrative)
  • Second Level of Escalation: Age Group Director and/or Director of Operations (melissa.riemer@mcleansoccer.org)
  • Third Level of Escalation: Technical Director (clyde.watson@mcleansoccer.org) or Director of Soccer (keith.tabatznik@mcleansoccer.org)
  • Fourth Level of Escalation: Executive Director, Louise Waxler (louise.waxler@mcleansoccer.org)

For additional questions about other club policies (including team fees, risk management, field scheduling, field use, etc.), please contact Melissa Riemer at melissa.riemer@mcleansoccer.org.