Academy/Select
Manager’s Handbook
Development U9-12:
Coastal League
Division 3
Academy U9-12:
Coastal League
Division 1 & 2
Select U13-18:
Premier
Challenge
Classic 1
Classic 2
2
A Brief Overview: Your Role
You work with your team coach to help communicate with parents; help to organize the
team’s league play and tournaments; and maintain team finances. Your assistance is
crucial. The coach has the ultimate decision regarding team placement, tournaments, and
scheduling.
You are specifically responsible for maintaining a team binder, keeping track of the team’s
player cards, and bringing a first aid kit to all games.
•
Player cards are now electronic and paper, but often referees will want the “official”
paper cards. These should be laminated prior to season start. You can also show
referees electronic copies of player cards via smart phone.
•
The team binder contains state roster, parent information, player cards, medical
releases, tournament rosters/releases/information, signed conduct codes, all contact
information, blank forms, player cards on ring, and all other tracking information.
Communication with the Coach
1. All things soccer – as the season proceeds, discuss with the Coach any team meetings
that will need to occur; if players are to be added to the team; what the practice schedule
will be; if there will be any team dinners; etc.. Communication with the coach should be
on-going and on an as needed basis. Be sure to have the coach’s correct email and cell
phone numbers.
2. Tournaments – Discuss with the coach which tournaments the team will play. Lock this
down as soon as possible as budgeting, paperwork, scheduling, and possibly hotel room
blocking will be required. Discuss who will be responsible for applying for the
tournament (this will likely be you) and have the coach decide what skill level/age
bracket the team will play. Please remember that each player can only play one Cup per
year.
3. Registering the team with SCYSA – this will depend on when you begin management
of the team. Discuss with coach if team has been registered with SCYSA.org and, if
not, who should register and in what division. This important as SCYSA to allow you
to schedule league games and SCYSA will email coaches and managers periodically
with important information. Also, when you are listed as manager on SCYSA it will
allow you (once you request a password online through your team page) to log in game
scores.
4. The league schedule – help the Coach establish black out dates. Attend the league
scheduling meeting, if Coach wants an extra person there. Its often a good idea to
attend and will give you a heads up as to the schedule.
5. Repayment for approved Coach travel expenses – For travel tournaments, make sure
you get receipts for hotel stays from the coach for repayment. Additional allowable
expenses for travel tournaments are per diem and mileage. Please see attached SSC
Coach Travel Reimbursement Policy for additional information.
3
Communication with the Registrar
1. Team formation – speak with Tonya and your coach to ensure you have the full roster
for your team with all the players listed. Make sure the full legal name is used for all
player documentation. Managers will need to gather copies of all birth certificates as
well as take player pass photos ( head shot in red top under 1MB) and submit all
information to the Club Registrar (Tonya) as soon as possible.
2. State Roster – You are only given one permanent copy of your State Roster. Make sure
you never give that permanent copy to anyone. Make copies as needed. Academy
teams play off a pool roster of U9-U12 players.
3. Tournament Rosters – well before each tournament is played, you need to request a
tournament roster from Tonya. Include the following:
• Tournament name, date, and location
• Your team information (name of team, coach)
• All players playing in the tournament.
She will send a draft tournament roster back to you (and possibly your coach) for your
coach to sign. This roster then needs to be sent to Nancy Shultz at SCYSA for her to
sign. Once you get the signed roster back from Nancy, you will need to make many,
many copies of it (see individual tournament requirements for this number). All of this
takes time and must be done well before your scheduled tournament.
• Roster timing: you must leave yourself at least 12 business days to request a
tourney roster prior to the actual tourney start date (the state requires 10 days
and the Club requires 2 for processing. Therefore, you must request a roster 2 ½
weeks prior to the tournament date.
• Cost: rosters cost $10.00 each. If your coach adds a player last minute, it will
cost you an additional $10.00 to get a new roster and you will need 12 business
days for processing. In an emergency, this time frame might be expedited but
you will likely be charged a late fee and things will get tense. Avoid this at all
costs.
• Travel Notices/Permission to Travel Forms: A travel notice is required for out of
state tournaments that remain inside Region 3 (our region).
4. Permission to travel forms – Travel Notices or Permission to Travel forms must be filed
for out of state tournaments. Travel Notices are required for out of state tourneys that
are still within Region 3 (our region). Permission to travel forms are required for
tournaments outside of Region 3 and are completed after obtaining the tournament
roster. All must be filled out and submitted at least 10 business days prior to travel.
They cost from $10 to $20 depending on League and division.
5. All other changes –if you get a new player, have a guest player, have a player leave the
team, or have any other rostering issues, you will need to contact Tonya immediately.
6. Guest Player Rosters – for guesting players from SSC Academy teams, a special guest
player roster is not needed and a regular tournament roster with the guest player’s name
will be sufficient. For “out of club” players, you will need to fill out a SCYSA Guest
Player Roster, which requires multiple coach/registrar signatures (fill this out early).
For Select teams, a guest player roster is necessary, with type depending on if the player
is in/out of Club. If your team is using a Club Pass player, then they must have a game
day roster prepared for each game they play in.
4
7. Club Pass Players – A Club Pass player is a player that can play up in age or League.
They cannot play below their official designation. The Director of Coaching makes the
selection/designation of a Club Pass Player at the Club. Only 3 per game can be used.
So for example, if the Club has a U13 Challenge goalkeeper, he can play in Challenge
and above games (if available) up through U18 but cannot play below U13 or at the
Classic level.
Communication with Parents
You are the public relations person for your team! You set the tone!
1. Methods of communication: email, texts, and phone calls (as a last resort). Make sure
you have the correct emails for parents. When in doubt, send it to multiple emails per
family as sometimes a Dad or Mom will delete without forwarding to the “soccer
responsible” parent. You do not want to get involved in such a situation, so when in
doubt, use the shotgun approach and email to multiple emails address per player.
2. Introduction/What to expect over the season/initial parent contact – email the parents to
let them know you are the team manager, where your team is at in the process, and any
team information you know (like upcoming important dates – team meeting, league
scheduling, etc.). Parents can always skim and delete but you don’t want to get in the
situation where parents don’t feel like they know what is going on.
• if your coach has two teams – it is very important that you establish early on that
our coaches will do everything they can to minimize conflicts, especially when
they are coaching more than one team. However, life happens. Prepare your
team parents that at some point down the road another coach may have to assist
and fill-in as a guest coach. While not ideal, a positive impact is that the players
are exposed to different coaching styles and meet new SSC coaches.
3. Scheduling conflicts – ask parents early on in the season for their black out dates.
While no guarantees can be made for individual scheduling conflicts, it is always nice
to know if all the players have some scheduled school event, etc., so you and the coach
can try and avoid games on that day. Take a peak at the school schedule, too, so you
will know when school holidays occur.
4. Required documentation – ensure that each player/parent has provided the following:
Birth certificates, Medical release, Codes of Conduct.
5. Uniform/training top ordering – Managers will receive detailed information about
uniforms and training top orders. For uniforms, you will be required to “roster” your
team by following a link to soccer.com. This link will be sent to you at the start of the
season. In order for soccer.com to be able to send ordering links to team parents, you
will have to provide the website with player names, jersey numbers, and parent email
addresses. Training tops will be sold directly to parents/players by the Club starting in
Spring 2015. SSC Red Training Tops are required for all team practices and pre-game
warm-ups due to Club sponsorships.
6. Practice schedule – as determined by Coach and Club. Be sure parents know practice
field locations, dates, and times.
5
7. League schedule/Tournament schedule – make sure to send parents the direct link to the
teams SCYSA page. Send parents link to tournament schedule. Remind them of
schedule often.
• For League games - send out a reminder to all parents a day or two before
each game with game time, time requested for each player to be at the field
(usually 30 minutes prior to game start but this is up to the coach), game
location, and driving directions, if needed (directions to each field can be
obtained at SCYSA.org). Always remind players to bring both jerseys!
White = home; blue = away.
8. The Budget/Team Fees – in order to properly assess team fees, you will need to factor
in the following:
• league game referee fees – the amount owed per game by each team
depends on age and is listed by SCYSA online and at the end of this
handbook.
• tournament fees –please remember that all players are required to pay a
pro rata share of all tournament fees for club approved tournaments
chosen by the coach for the team, regardless of whether or not they
can attend.
• coach travel per diem/mileage expenses, as set out below.
• first Aid kit.
• tournament rostering costs.
• other administrative costs: permission to travel forms for out of state
travel, online check fees for tournaments, specialty uniform items
ordered for team (pink socks, etc.), guest player roster fees.
You will want to get your budget together as soon as possible to start collecting team
fees so you can get envelopes ready for referee payments and to register/pay for
tournaments. Remind parents of the deadlines for payment of these fees.
9. General Cost reminder for parents: Club fees go towards coaching salaries, field
maintenance, building maintenance, and utility costs. The two fees (Club/Team) are for
very different things but the non-payment of either can result in the Club pulling a
player’s player card and they will be unable to play!
10. Schedules changes: rain-outs, field closures. Remind parents to sign up for the
RainedOut.com for their appropriate league.
11. Volunteer Requirements: parents must perform 2 hours of work at the Club per season
or pay the $50 opt out fee.
12. Other Club notices/information as required.
6
Checklists
Upon Team Formation, ensure you have:
Parent contact information
Register team with SCYSA
Official SCYSA pool/team roster
Player cards (Tonya must have player picture and copy of birth certificate to obtain)
Team Bank Account
Uniform ordering/rostered online
Training top information sent to players
Codes of conduct
Budget
League Pre-Game procedures:
Email parents a reminder of the game time/location with directions (available through
SCYSA.org) uniform color (home/visitor), and other relevant information (arrive 30
minutes early, bring other jersey color, etc).
League Game Day:
Pay the referee – check your league rules for the cost and how it needs to be broken out.
Every league has different fees based on age and level of play.
Keep player cards when not held by referee/coach
Have game day roster if necessary (missing player card, guest player).
Keep Binder with required information
Have First Aid kit available
Report red card/ejections as required
Log score on Scysa.org as required for wins or ties or when your team is the home
team. Scores must be posted within 48 hours.
Tournaments:
Apply/Pay for tournament online
Request tournament roster
Prepare new tourney medical release, if necessary
Permission to Travel/Notice to Travel documents, if required
Prepare required documentation as stated by tournament (copies of signed roster,
SCYSA roster, SCYSA medical releases notarized if out of state, etc.)
Player cards
Check-in team as required (online or in person)
Communicate relevant information with parents – game times, team dinners, etc.
Report red card/ejections as required
7
Rescheduling a Game
Per the Coastal League: ALL games that you are trying to reschedule must be approved by the
league. Approval of the change is indicated by the change on the website schedule. To get the
game you are trying to reschedule approved follow the guidelines below. The game can only be
approved if both teams agree on the change.
1.
2.
3.
4.
5.
The team requesting the rescheduling must contact the coach or team
manager of the team you are trying to reschedule the game with and agree on
a change.
Both teams must agree upon a new game date, location and approximate time
before the league will approve the rescheduling of the game. Adjustments to
the exact location and time may have to be made by the league due to already
scheduled games and referee availability.
Both teams will need to send an email to the league stating they agree to the
change.
If for ANY REASON the game you are rescheduling cannot be played by the
end of the season, the team requesting the change will receive a FORFEIT
LOSS. (i.e., rescheduled game gets canceled for weather).
Games that are rescheduled (for reasons other than weather) and approved
shall incur the following fees:
• 48 hours prior to the scheduled match - $15 a game re-scheduling fee
• Within 48 hours of the scheduled match - $30 a game re-scheduling fee
• Within 24 hours of the scheduled match - $30 a game re-scheduling fee +
referee fees.
8
First Aid Kit
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Latex gloves
Saline eye wash
Instant cold pack
Tapes/adhesives/gauze/band-aids
Ace/sports bandage
Antibiotic cream
Sunscreen
Bug spray
Insect/bug pain reliever spray/swabs
Alcohol swabs
Tylenol/Advil
Benadryl
Maalox/Pepto
Kleenex/wash cloth
Baby wipes
Hydrogen peroxide
DO NOT DISPENSE ANY MEDICATIONS WITHOUT PARENTAL PERMISSION
9
TEAM FEES
Team Fees: consist of referee fees, coach travel reimbursement (league and tournament),
tournament fees, roster and notice fees, first aid kit fees, all other administrative costs.
Team Fees for players with Parent Coaches – Parent coaches are expected to pay team fees
for their player on a pro rata share like all other team parents.
Team Manager Team Fees – In recognition of the hard work of Academy and Select
Managers, SSC allows the Team Manager for each Academy/Select team to waive one pro rata
share of team fees per season worked as Manager. For teams with more than one manager or a
Team Treasurer/Team Manager combination, the managers and treasurer/manager will split
one pro rata share waiver (i.e., for two managers or a Team Manager/Treasurer combination,
each will pay only half the team fee per season).
Referee Fees: Fall 2014-Spring 2015
It is the team manager’s responsibility to have the exact amount for each referee. Referees do
no make change. A good way to do this is to have a separate envelope for each referee and the
assistant referee. Note: if your team is playing an order team, the referee fees, game duration,
and ball size are for the older age group. The amounts listed below are based on each team
paying for ½ of the referee fees.
Age Group
U8/U9/U10
U11/U12
Junior Academy League
Center Ref
1 Asst. Ref
$12
N/A
$11
$14
Total Per Team
$12
$25
Age Group
U13/U14
U15/U16
U17/U18
President’s Medal League (PMSL)
Center Ref
1 Asst. Ref
$16
$22
$19
$29
$23
$34
Total Per Team
$38
$48
$57
Age Group
U13/U14
U15/U16
U17/U18
SC Challenge League (SCSCL)
Center Ref
1 Asst. Ref
$19
$26
$23
$34
$28
$40
Total Per Team
$45
$57
$68
Age Group
U14
U15-16
U17-U18
Region III Premier League East (R3PL)
Change
One $20, two $10s, one $5
Two $20s, one $10, one $5
Two $20s, two $10s, one $5
10
Total Per Team
$45
$55
$65
Age Group
U15-U16
U17-U18
Southern Regional Premier League (SRPL)
Change
Two $20s, one $10, one $5
Three $20s & one $10
Total Per Team
$55
$70
Coach Travel Reimbursement Policy
Coaches will be reimbursed for League and Tournament expenses per the following schedule:
Home League Games, Scrimmages, or Friendly Matches:
No Reimbursement. Home Games include all games within the greater Lowcountry Area
(including James Island, West Ashley, Mount Pleasant, Daniel Island, Goose Creek, North
Charleston, and Cainhoy).
Away League Games, Scrimmages, or Friendly Matches:
Food Allowance - $15.00 per day (one scheduled game) or $20 per day (two scheduled games).
Mileage Allowance – approximately $0.45 per mile (See Chart Below) – DO NOT PAY
ACTUAL MILEAGE!
Premier League Game Weekends Where Overnight Stay is Required:
Food Allowance - $40 per weekend event for two scheduled games (Saturday and Sunday);
$15.00 for single away game (outside of Lowcountry area). No food allowance for games
played in the greater Lowcountry area.
Mileage Allowance – use chart below.
Hotel – to be paid by team fees.
Home Tournaments:
Food Allowance – May eat at SSC Concession Stand during tournament
Mileage Allowance – None.
Away Tournaments Where Overnight Stay is Not Required:
Food Allowance - $20.00 per day.
Mileage Allowance – approximately $0.45 per mile (See Chart Below).
Away Tournaments Where Overnight Stay is Required:
Food Allowance - $20.00 per day for travel days; $40 per day (3 meals full day).
Mileage Allowance – approximately $0.45 per mile (See Chart Below).
Hotel Room Allowance – Either the Team Manager will pick up the room charge or the coach
will be reimbursed for the room charge. Coached will be reimbursed for only the standard
double room rate plus tax. Any extra expenses, i.e., phone calls, room services, movie rental,
room upgrades, etc., will be paid for by the coach.
11
To help reduce team costs, coaches will adhere to the following guidelines:
• A team will only pay mileage, room, and meal expenses for one coach. This will
normally be the coach listed first on the team roster. The primary coach will be
responsible for reimbursing the secondary coach for any expenses.
• Coaches will normally be expected to travel daily to tournaments and/or away games
that are 100 miles of less from Summerville. Exceptions may be made for early
morning game starts.
• Whenever possible, coaches will travel together and room together. Mileage will only
be paid to one coach driving his/her vehicle. Teams will equally share hotel room
allowance, mileage, and food allowance if a coach is traveling with two teams.
• Coaches will minimize the nights spent in hotels (i.e., starting game times will be
considered before automatically assuming two nights for tournaments).
Coaching Multiple Teams and Travel Expenses:
No matter whether it is a league game, tournament, state cup, or any other travel event, the
teams will share the expense of the coach. This includes splitting mileage, hotel, and meal
reimbursement expenses. Managers of both teams will be responsible for discussiong the
sharing of coach expenses.
Assistant Coaches:
Assistant Coaches are not paid for travel expenses or meal expenses unless they are the only
coach traveling with the team. If an Assistant Coach travels with the Head Coach for league
games and/or tournaments, the Head Coach is responsible for any reimbursement to the
Assistant Coach. Normally, the 2 coaches will share a hotel room and ride together in the same
vehicle.
Mileage Allowance for Frequently Traveled Cities
City
Aiken, SC
Anderson, SC
Clemson, SC
Columbia, SC
Florence, SC
Greenville, SC
Greenwood, SC
Hilton Head, SC
Lexington, SC
Myrtle Beach, SC
Rock Hill, SC
Spartanburg, SC
North Carolina:
Asheville, NC
Charlotte, NC
Greensboro, NC
Raleigh, NC
Georgia:
Atlanta, GA
Athens, GA
Savannah, GA
App. Round Trip Mileage
230 miles
445 miles
430 miles
200 miles
240 miles
400 miles
340 miles
200 miles
200 miles
210 miles
330 miles
375 miles
Mileage Allowance
$105
$200
$195
$90
$110
$180
$155
$90
$90
$95
$150
$170
500 miles
380 miles
520 miles
520 miles
$225
$175
$235
$235
560 miles
460 miles
210 miles
$255
$210
$95
12
Florida:
Orlando, FL
Jacksonville, FL
780 miles
475 miles
$355
$215
OTHER MATTERS:
1. SUPPLEMENTAL ACCIDENT INSURANCE
Every registered player, coach and assistant coach has Supplemental Accident Insurance
through SCYS (the South Carolina Youth Soccer). The supplemental insurance will pick up
whatever your other insurance did not- deductibles, co-payments, etc. (after a $1000
deductible per occurrence). Even Team Managers are covered.
Get a claim form from SCYS State Office or download from the SCYS web site
(www.scysa.org) under the Administrative Tab and Insurance Information:
After all medical bills are in and all other insurance has paid, send the completed claim form
and copies of all bills and payments from other insurance in to:
South Carolina Youth Soccer
7436 Broad River Road
Building 2, Suite 211
Irmo, SC, 29063
803.749.4352 (fax)
e-mail [email protected]
2. SCYS EMPLOYMENT/VOLUNTEER DISCLOSURE STATEMENT
All coaches, assistant coaches, team managers, club officers and administrators and anyone
else who may have reason to have contact with the players is required, on an annual basis,
to complete an “Employment/Volunteer Disclosure Statement” for the SCYSA for risk
management purposes – for the protection of our players. All Volunteer Disclosure Forms
are now completed on-line. In July, you will get an e-mail with a password to go on-line and
complete the volunteer disclosure form. All information is confidential. Please complete the
form as honestly as you can.
3. NOTIFICATION TO TRAVEL
The SCYSA “Notification to Travel” only applies for travel to competitions with teams and
organizations affiliated with US Youth Soccer, Region III State Associations (Alabama,
Arkansas, Florida, Georgia, Louisiana, Mississippi, North Carolina, North Texas, Oklahoma,
South Texas, and Tennessee).
DIRECTIONS for Sanctioned Travel WITHIN Region III:
• Download a copy of the “Notification to Travel”.
• Secure any necessary tournament or guest player rosters from the SCYSA State
Registrar or SCYSA Administrative Assistant.
• Send a COPY of the completed form, a copy of the permission to host, a copy of the
official state roster and guest player roster, if applicable, and a check made payable to
SCYS in the amount of $20 to SCYS.
13
South Carolina Youth Soccer
7436 Broad River Road
Bldg. 2, Suite 211
Irmo, SC 29063
• Make sure you take the original copy of the “Notification to Travel”, your player/coach
passes, official signed/stamped roster, guest player roster, if applicable and signed
medical release forms with you to the tournament.
4. APPLICATION TO TRAVEL
The official Application to Travel form is required any time your team goes out of
Region III: tournaments, scrimmages, and even friendly games. Don’t wait until you
receive notice of your team’s acceptance into a tournament before sending this in as it costs
less if you take care of it 30 or more days ahead of travel. The fee will be refunded if your
team is not accepted into a tournament.
Download the form from the SCYSA web site www.scysa.org, complete and mail to:
South Carolina Youth Soccer
7436 Broad River Road
Bldg. 2, Suite 211
Irmo, SC 29063
Directions for Sanctioned Travel within the United States but OUTSIDE Region III:
• Download the “Application to Travel”
• Send a copy of the completed form, a copy of the permission to host, a copy of
the official state roster and guest player roster, if applicable, and a check made
payable to SCYSA to your District Commissioner.
30+ calendar days from play - $20
8 to 29 calendar days from play - $40
7 or less calendar days from play - $80
Friendlies - $20
• Make sure you take a copy of the “Application to Travel”, your player/coach
passes, official signed/stamped roster, guest player roster, if applicable and
signed medical release forms with you to the tournament
14
VOLUNTEER HOURS
SSC requires the performance of 2 hours of volunteer work per player per season or the
payment of a $50 opt out fee. Managers are to encourage the performance of volunteer hours
for their team each season.
Team Name:
Player Name
Performed By
Date
Hours Description
15