TOURNAMENT DIRECTOR
Role Description INTRODUCTION 1.1 Tournament Directors (TDs) are normally appointed by the England Hockey Board (EHB) Technical Appointments Panel (TAP) or, in case of emergency, by the EHB National Manager for Officiating & Volunteers together with the EHB Competitions & Events Manager. Appointed TDs and host organising committees / clubs are advised of the appointment in writing or / and via the National Programme Umpiring Association’s website www.npua.co.uk 1.2 The Tournament Director is the technical representative of the EHB during the tournament and acts as such to ensure that all EHB instructions and regulations are applied and adhered to. When specifically instructed, usually for lower profile events, the TD may also be the general representative of the EHB and be entrusted with public relations, making all arrangements for awarding of prizes and medals according to EHB protocol, expressing the appreciation and thanks of the EHB to the organisers, the host club, etc. 1.3 The Tournament Director will receive all relevant information and templates regarding the tournament from the relevant member of staff from the EHB Competitions & Events Department who will endeavour to send information to the TD as soon as their appointment has been confirmed. DUTIES PRIOR TO ARRIVAL AT THE TOURNAMENT 2.1 Communication between TD and the Technical Team – the Technical Officer/s and the Match Officials or Judges and Umpires Manager. Contact should be made with the Technical Team for the exchange of information and confirmation of the division of duties. This should be completed as soon as possible and in any event, no less than one week before the first day of the tournament. The most common means of communicating is via e‐mail or telephone call. The contact information is available on the NPUA website. It is particularly important to engage in early communication with the Umpires Manager who will need to pass relevant information onto his/her team of umpires. Clear information should in any event be sent to the whole of the Technical Team about meeting times and venues for the first day, dress codes and equipment which may be needed. 2.2 First day appointments of the Technical Team are to be prepared. 2.3 First day appointments of the umpires are to be prepared. These appointments shall be made in consultation with the Umpires Manager at all times. (It is usual for the UM to send the draft appointments for approval.) If Reserve Umpires are to appointed, they too must be organised in advance. Page 1 of 6 TOURNAMENT DIRECTOR
Role Description 2.4 Tournament Regulations/Doping Policy The TD must have a good understanding of the most up to date Rules of Hockey, Tournament Regulations, England Hockey’s Code of Ethics and Behaviour, and the anti‐doping policy (if applicable) to ensure that there is nothing overlooked and to be prepared to answer questions before and during the tournament / event. (Each of these items is available on the EHB website – see www.englandhockey.co.uk) 2.5 Preparation of Pre‐Tournament Briefing Papers Pre‐tournament briefings should be prepared prior to arrival at the tournament. The templates for these will be sent to the TD by the relevant EHB Competitions and Events Department, a minimum of 15 days in advance of the tournament / event. The TD is required to ensure the Briefing documents are relevant to the specific event. If there is insufficient time for a meeting with representatives from all participating teams before the tournament starts, a written briefing should be circulated to all teams, the technical officials and umpire managers in advance of the event. Each manager should be asked to confirm that s/he has received the briefing before his/her team plays their first game (see 3.3 below). If there is a pre‐tournament meeting, the briefing can be delivered orally or in written form at the meeting. The team colours schedule for the first day of the tournament should be drawn up and circulated along with the briefing. It is recommended that the full schedule be completed and advised to the teams as soon as is practicable. 2.6 Technical and Local Requirements The EHB Competitions and Events Dept. write to the Organising Committee / Club to list the technical requirements for the administration and control of the tournament. TDs will receive a copy of the ‘spec’ a minimum of 15 days in advance of the tournament / event. TDs should ensure that they are happy with the ‘spec’ and ask EHB to consider making any changes that they think are necessary (see 3.1 below). It is always useful to liaise with the host organisation to find out about local facilities and requirements so that these can be incorporated into the briefing to be circulated to the technical team and team managers alike. DUTIES UPON ARRIVAL & BEFORE THE START OF THE TOURNAMENT 3.1 Contact to be made with the Chairman or Secretary of the Organising Committee to ensure the completion of the checklist concerning the technical requirements for the administration and control of the tournament (e.g. offices, briefing rooms, changing facilities, watering facilities, table equipment including clock, hooters, sin bin chairs, etc.). This responsibility is Page 2 of 6 TOURNAMENT DIRECTOR
Role Description undertaken by the C&E staff but the appointed TD should ensure that they are satisfied with the ‘spec’. 3.2 Contact to be made with Technical Team, Umpires Manager, Umpire Coach or Assessor (where appointed), to ensure that all technical requirements for the administration and control of the tournament are in place. 3.3 Contact to be made with the Managers / Representatives of all Teams to carry out checklist concerning the technical requirements for the administration and control of the tournament. If a written briefing and colour schedule has been circulated, the manager should be asked to confirm that s/he has received and read it. It is essential to receive from team managers final, signed team sheets by the appointed time. 3.4 A full inspection is to be made of the pitch or pitches, technical equipment and facilities to be used. (This may be delegated to an experienced member, or members, of the technical team.) 3.5 Meetings – the TD is required to confirm timing and venues for the following meetings, where appropriate: ‐ Team Managers Briefing ‐ conduct the Briefing for all Team Managers / Representatives based upon the information supplied by the EHB. If there is no official briefing (as is the case in some lower profile events) the TD should arrange to meet with the team managers prior to their first match. ‐ Umpires Briefing – in most circumstances the appointed Umpires Manager will conduct this Briefing. However, the TD must make every effort to be present. ‐ Technical Team Briefing ‐ conduct the Briefing for the Technical Officer/s and the Match Officials based upon information supplied from England Hockey. Individual roles should be outlined and the TD’s and expectations are clarified at this meeting. In addition, any specific requirements that the TD may have should be outlined and agreed. DUTIES DURING THE TOURNAMENT 4.1 Appointments – umpires’ and officials’ appointments are to be made in due time for each match and published as soon as practicable. The TD should liaise with the Umpires Manager to ensure that an appropriate procedure for this is agreed. 4.2 Colour Schedule – a colour schedule for each day should be completed and circulated as soon as practicable. Page 3 of 6 TOURNAMENT DIRECTOR
Role Description 4.3
Before the start of a match – The TD (and/or the TO on duty) shall be at the venue in time prior to the start of the match in order to: ƒ
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4.4
Inspect the pitch and technical area including benches and sin bins. Confirm the watering process and time. Check the technical equipment. Receive from the Team Managers their team lists of players who will be on the field of play or seated on the team bench at the start of the match. Make sure that the Match Report is prepared properly. Check facilities for publication of schedules, results and appointments to all participants and visitors. The TO on duty should be at the pitch‐side 20 minutes prior to the start of the match to check that the Match Official/s and umpires are present and request them (possibly with the assistance of the reserve umpire) to: ƒ
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Check the goals and pitch markings are as per 3.4 above (this is the final check before the match commences). Check that the Match Reports are available. Allocate specific duties for the Match Officials / Judges. Check that practising on the pitch is as agreed in the pre‐tournament briefing. Check that the team benches and the seats for technical officials and temporarily suspended players are adequate ‐ additional seats should be available for those who have authority to be there if they so desire (i.e. EHB Representative(s), Tournament Director, and Umpires Manager) but should also ensure that those people not involved in a match do not come pitch‐side (again as per 3.4 above). Check that the umpires’ colours and any ball patrol clothing do not clash with the playing teams’ colours. Check (in due time prior to the start of the match i.e. a minimum of 20 minutes before): the colours of the goalkeepers’ shirts; that their number is on the back of the shirt; instruct the managers about any pre‐match line‐up procedure; and have the sticks and goalkeepers’ hand protectors / headgear / pads checked by the Match Official/s. Order the start of the match strictly on schedule. ƒ
It is advisable for the TD to be available pitch‐side before the start of the first match of the tournament to ensure that any last minute “hitches” are avoided. 4.5 During a Match (TD and/or the TO on duty): The technical control of the game within "The Rules of Hockey" is the sole responsibility of the umpires. Page 4 of 6 TOURNAMENT DIRECTOR
Role Description The TD / TO on duty is responsible for the supervision and control of all other aspects of the game. Attention is particularly drawn to conduct (bench behaviour) and the supervision of suspended players etc.). 4.6 After a Match (TD and/or the TO on duty) shall, before leaving the technical area: ƒ Complete with the Match Official, the Match Report (half‐time and final scores, signature of team managers, umpires and reserve umpire, match official, notification of a protest, if any (also the Penalty Stroke Competition Report, if relevant). ƒ Note the finishing time of the match. ƒ Sign the Match Report once completed (also the Penalty Stroke Competition Report, if relevant). ƒ In case of a protest enforce the correct application of the Regulations and make special note of the time (which may vary from competition to competition) in which the protest must be confirmed in writing. ƒ Ensure the security of the technical officials’ table equipment. ƒ Ensure that benches and table are left tidy for the next match. In the event of an appeal the TD should ensure that all technical staff from the relevant match remain available to assist and do not leave the venue without prior agreement. 4.7 At some time later: ƒ File the original Match Report (also the Penalty Stroke Competition Report, if relevant). ƒ Record all /any information and statistics needed to complete the report to the EHB. ƒ If there is a protest, make sure that it is submitted in writing within 1 hour of the match and if so, consult the appointed TO/Match Official and the umpires to obtain their written testimony before making a decision in accordance with the Tournament Regulations. ƒ If necessary, decide upon suspensions and inform the Team Manager(s) concerned accordingly in writing and as soon as possible. ƒ Meet with the Umpires Manager to discuss umpires performances and future appointments arrangements (i.e. when they will be agreed, published etc.). ƒ Refrain from criticising umpires to any official or team manager or player. ƒ Ensure the result is reported as directed by the EHB Competitions & Events Department. 4.8 Throughout the tournament the TD must be accessible to team managers, coaches and other participants to discuss any issues that may arise and facilitate so far as necessary discussions between relevant participants with the Umpires Manager. Page 5 of 6 TOURNAMENT DIRECTOR
Role Description DUTIES AT THE COMPLETION OF THE TOURNAMENT 5.1 Before leaving the venue: ƒ Collect together all necessary documents. ƒ Collect the EHB technical equipment (if any) and if no EHB member of staff is at the event inform the EHB Competitions & Events department what has been done or intended to be done with it. ƒ E‐mail or post the final ranking of the teams to the England Hockey Competitions and Events Dept. ƒ Meet with the Umpires Manager to discuss the umpires Performance Reports. The Umpires Manager is responsible for writing the Reports within 72 hours of the tournament / event. These are recorded on the NPUA website. The TD is invited to contribute to the Report and shall decide with the Umpires Manager how to manage that process. 5.2 After leaving the venue: ƒ Within 72 hours of the tournament / event, forward the original Match Reports (also the Penalty Stroke Competition Reports, if relevant) to the EHB Competitions and Events Dept. ƒ Send report on any permanent suspension of any player (following the issuing of a red card) to the EHB Disciplinary Officer. ƒ Complete the TD Tournament Report and send it to the National Manager – Officiating & Volunteers at the EHB. ƒ If the agreement with the Umpires Manager is that the TD shall contribute to / record on the Performance Reports of the umpires, they should be completed and returned by the TD to the Umpires Manager for onward distribution no later than 7 days after the tournament completion date. ƒ Complete Performance Reports on all Technical officials and match officials / judges and send these to the National Manager – Officiating & Volunteers at the EHB. ENDS Published and Distributed to all EHB Tournament Directors – October 2010 Page 6 of 6