WAA Team Manager’s Manual
Welcome
Thank you for being a Team Manager. You will be performing an important job for your team. As
Team Manager, you will handle the administrative duties for the team such as team
communication, managing the team required documentation, team volunteer coordinator,
managing spiritwear and uniform orders, coordinating travel arrangements for tournaments. The
coach will be responsible for arranging practices times and scrimmages and teaching your son or
daughter the game of soccer. The coach will also work with the parents to determine which
tournaments are appropriate but will need your assistance in coordination.
WAA Contact Information
Mailing address:
WAA
PO Box 441
Waxhaw, NC 28173
Website
www.waxhawsoccer.leaguetoolbox.com
WAA Challenge Commissioner
Dan Thompson
[email protected]
(704)243-1124 (H)
(704)287-5560 (C)
WAA Treasurer
Gale Duarte
[email protected]
(704)843-4498 (H)
(704)517-7748 (C)
Director of Coaches
Nathan Wade
Registrar
[email protected]
(704)989-2841 (C)
Marcy Aufderheide
(704)243-3850 (H)
(704)989-2181 (C)
[email protected]
North Carolina Youth Soccer Association (NCYSA)
Premier and Classic Teams Schedules
www.ncsoccer.org forms, stats and information are on this site for Classic Teams.
Challenge Teams Schedules
www.ncsoccer.org forms and tournament information is on this site for Challenge
www.caysl.org for league sign up, schedules and score reporting
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Timetable
June
-
-
Meet with coach and parents re: roster, practices, tournaments, bye date. Obtain a copy
of the roster from the coach
Complete Risk Management online procedure (link will be sent to you)
Organizational meetings with parents re: practices, budget & WAA calendar
Complete registration process (birth certificates, medical waivers, pictures)
Obtain approved Jersey numbers from coach and communicate new and replacement
uniform requirements to appropriate Director of Coaching and Registrar. Accessories
items such as backpacks, hoodies and warm ups should be ordered at this time.
Visit www.ncsoccer.org for valuable information including season start dates and specific
team information.
July
-
Challenge/Classic registration due to State for ALL teams handled by Registrar
Pre-season tournament registrations due by Team Managers (if team is playing in
tournament)
August
-
-
Official practice begins for Fall Season teams
All player cards stamped & laminated for fall and spring teams
Distribute season schedule (which arrives from the state at the end of August for Fall
Season teams
Give schedule & directions to games to team & coach,
Give match reports, official rosters, notarized medical waivers and player cards received
from Registrar to the coach
Referee fee checks received from WAA Treasurer will be mailed to the team manager
until otherwise specified by the coach
September
-
Fall season begins (Saturday after Labor Day)
Check tournament registration dates & mail applications for late fall tournaments
Watch for State Cup/Directors cup applications for classic teams– must be processed
immediately.
October
-
-
Practice will continue for tournaments
Fall Season ends (end of October)
December
-
Post-Season tournaments, if applicable
January
-
Challenge/Classic registration due to State for Spring Season teams
Distribute season schedule (which arrives from the State at the end of January)
Give schedule & directions to games to team & coach
Match reports arrive from NCYSA/fill out match roster & make copies
Referee fee checks received from Treasurer
February
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Player cards stamped & laminated for Spring Season teams
Pre-season tournament
Spring season begins (President’s birthday weekend and continues
for 8 weeks)
March
-
Watch for State Cup/Directors cup applications (www.ncsoccer.org) – must be processed
immediately.
May
-
Try-outs (generally end of May following the State Cup Final Four weekend)
Start-Up and Registration
A. Office Supplies.

Binder: We suggest a 3-hole binder that zips up, so all the paperwork won’t fall out. All
of your team’s information will go into this binder so get one that is at least 1-1/2” wide.
You will take this binder to every game and tournament because it contains player cards
& medical waiver forms.

Clear Protective Sheets: Since you will have each player’s medical waiver form, rosters,
match reports, and other important papers, clear plastic protective sheets will help keep
these from getting torn or wet.

Pencil Pouch or Clear Baseball Trading Card Protective Sheets (available at office supply
stores): Great place to keep your player cards. Some managers put the cards on a ring
or plastic strip, in numerical order, and keep them in the pencil pouch. Others put them in
the baseball trading card protective sheets. Use whatever method you think will work.
You don’t want ANYTHING to happen to these cards.

Envelopes: Small envelopes for ref fees and some manila envelopes.
B. Roster
Create and distribute a contact sheet to parents at the first meeting for carpool & informational
purposes. This roster should contain player’s number, player’s name, parents’ names, phone
numbers (home, work, cell), and e-mail addresses. You will also receive several copies of a
state-generated roster with the registrar’s red stamp in August. These are to use for tournament
registrations. Keep them protected in your team binder. Don't give all of them away. If you need
more, contact our Registrar.
C. Team Startup
Set up email address books for players and parents. This is a way for you to have contact with
your parents. You may also want to set up an organizational meeting once you get your roster to
meet the coach. This is also a good time to request volunteers for different jobs to help the team.
You can also set up and maintain a team page on our website.
D. Submit Intent to Play and Choose “Bye” Date
The Challenge President will need to fill out the “Intent to Play” form and return it to the Registrar.
Each team is entitled to one “bye” weekend or two “bye” date during the season. Talk to your
coach and determine which weekend would be the best “bye” weekend for your team. Forward
this information to the President and Registrar. If you plan to participate in the any
tournaments, you will need to select those dates as your “bye” weekend dates.
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E. Uniform order
This is one of the first tasks you will need to complete. Make sure your parents have ordered their
uniforms as soon as possible after tryouts.
F. Player Cards
The Registrar will set up a schedule for carding all teams. Tell your team when you will be carding
everyone to make sure they are all there. Players and coaches must be present to validate
their player/coach pass in the presence of an official registrar.
If a player cannot be there to validate his/her card on the assigned date, it is the player’s
responsibility to contact the Team Manager to arrange for a time to complete the carding process
with a registrar. ALL PLAYER CARDS MUST BE LAMINATED.
G. Rosters
The Registrar will give you ONE red stamped roster along with your player cards. This roster
must be kept in your binder at all times. DO NOT give it out or give anyone a copy of it.
H. Player Adds/Release/Transfer
In the event your team decides to add a player or drop a player from your roster you will need to
give the Registrar the following items:
Player Adds
Player/Coach Status Form – located on the NCYSA website
www.ncsoccer.org/Administration/Forms, notarized Medical Waiver form, Proof of
Age ie…Birth Certificate/ US passport/valid drivers license and club fees.
Player Releases
Player/Coach Status Form – located on NCYSA website
www.ncsoccer.org/Administration/Forms, player pass, the Player’s signature on the
form.
Player Transfer
No coach/manager/parent is permitted to speak with any player from another
association during the seasonal year with regard to joining WAA. This is
considered ILLEGAL RECRUITING and is not permitted by WAA.
If a Player/parent from another association approaches you, please contact the ACP
Commissioner immediately!
I. Practice Fields: The Field Coordinator will determine where each team will be practicing and
when. Practice Schedules will be sent to the coach and posted on the club website
J. Game Schedule. You will receive the team’s season schedule in mid-August (fall) and midJanuary (spring). Make copies for your team and distribute as quickly as possible, along with
maps to fields (these are available on www.ncsoccer.org). Ordinarily, the fall season begins the
weekend after Labor Day and continues for eight or nine weeks. There may be weekends where
you will play both Saturday and Sunday. The spring season usually begins the 3rd weekend of
February and continues for eight weeks (with no games scheduled on Easter weekend).
Game Day Duties

Pay Referees
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
Classic Teams Match Report. Before each season, if you are the Home team, you will
receive computer generated 3 part Match Report from the State. Bring the Match Report
to the game and give it to the referee before the game. After the game, the referee and
both coaches must sign the Match Report. Before your coach signs it, verify that
the score is correct. After all have signed, the referee will give the white copy to the
home team and the yellow copy to the visiting team. If you are the home team, you are
required to submit the score to the state by the following Monday. There are two ways to
do this:
(1) Report scores online at www.ncsoccer.org. Look for the “Report Match Scores”
section and following directions. If any cards (yellow or red) were issued in your game,
you cannot report scores online, but must follow the second option;
(2) Mail your copy of the match report to the State. The address is on the top of the form.
Also, if you are online regularly it is a good idea to submit the score even if you are not
the home team. It happens regularly that scores are either submitted incorrectly or don’t
get submitted at all.

Challenge Teams Report. Report scores online at www.caysl.org.
Each Club's Challenge League Rep has detailed information on how to report scores.
The following are some brief instructions.
a. From one of the schedule pages, click on the desired team to report-your team.
b. A master page for that team will appear- this page as is seen on this screen is
viewable to everyone. In the upper right portion of the screen, click on the login
button. The login screen will appear- the very first time logging in, click on the
Forgotten Your Pin? link. The site will automatically send your pin via emailplease remember that the only valid email addresses are those that
were submitted by your club. Keep the pin so you can use it in the future to log
on.
c. Once the correct User and Pin have been entered, you will now see the options
page in administrative mode. There are a number of items you can add and edit
from here. The program gives a great many options for team information. The
main page shows the phone and email for the team manager and team coach.
We notified people on the intents to play that this information would be published.
Authorized users, IE managers and coaches have the option to edit or remove
this information. IT IS UP TO THEM TO DO SO IF THEY WANT THE
INFORMATION DELETED.
d. To report scores, select team scorekeeping from the main login page. The
program will automatically show you the games played to date for your team.
Simply fill in the scores of your games and click save. If the score matches the
score posted by your opposition, it will automatically be posted to the standings.
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NCYSA Match Roster. You will receive several red-stamped Match Rosters along
with your one official roster. REMEMBER, the official roster needs to remain in
your binder. Make copies of the Match Roster to be given to the head referee at
each game. The red-stamped Match Rosters will also be used for tournament
applications and Permission to travel – but it must have a red stamp.
If you have player(s) missing for a certain match, mark their name out on that
NCYSA Match Roster before handing it to the refs.
Player Cards. Have your player cards available for the referee to see at the
beginning of each match. Referees are required to check them. Sometimes they
won’t. Be sure that all player cards are laminated. As required by the NCYSA,
at the end of the season all original player passes must be returned to the
Head Registrar for a period of one year.
WAA Team Manager’s Manual

Copy of the Medical Consent & Waiver of Liability Form You must also have
the original Medical Consent & Waiver of Liability Form for each player. A copy
must be handed into the registrar for safekeeping at the beginning of the season.

First Aid Kit. AT NO TIME SHOULD ANY COACH OR MANAGER
ADMINISTER MEDICAL HELP OR DRUGS TO A PLAYER. ANY
QUESTIONABLE INJURY SHOULD BE TREATED WITH A PHONE CALL TO
911!!!!! Some teams may wish to have on hand the following items. Latex
gloves, gauze pads, chemical ice packs, clean towel, safety scissors, bottle of
water, band aids. You may also wish to have on hand - sunscreen, chapstick,
insect repellent.
Inclement Weather and Make-Ups. On the NCYSA website www.ncsoccer.org under Maps
to Fields, there is a weather hotline contact number for each field. If the weather is bad, call the
weather hotline to see if the fields have been closed. If you miss a “counting” match due to
inclement weather, contact the opposing team’s manager as soon as possible to arrange a makeup date and location. The home team is responsible for contacting the Field Coordinator to
reserve a field and the Referee Assignor to secure referees for make-up games. After you have
agreed to a make-up date, time and location, fill out a “NCYSA Classic Make-Up Match
Agreement”. Both managers must sign this form, then one needs to send it to the State.
Important – once you have determined a date for the make up, you must contact the Field
Coordinator for approval, however, they will not assign any referee’s until they have the
required form –Signed by both parties. The form must be received at least one week prior
to any scheduled match.
Tournaments
A. Tournament Planning and Applications. Teams decide which tournaments to play at during
the year. Keep track of the application deadline and make sure that you get everything completed
and mailed by or before the application deadline.
B. Tournaments Outside of North Carolina. If you play in a tournament outside of North
Carolina, you must file a “Permission to Travel” form with NCYSA.
NCYSA PERMISSION TO TRAVEL INFORMATION
Any time an NCYSA team leaves North Carolina to participate in a USYS Sanctioned
competition (games, tournament, scrimmages, league play in another state, or friendlies),
that team needs to fill out a Permission to Travel Form online at www.ncsoccer.org.
Documents to Carry When Traveling:





An APPROVED Permission to Travel Form from NCYSA which must be obtained
thirty days before the tournament to avoid late fees
A Medical Release Waiver for each player, signed by the player’s parent or legal
guardian
Several red-stamped match rosters.
A red stamped guest player roster if using guest players
US Youth Soccer Member passes for all players and team officials
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A team that travels without having approval to travel out of state is subject to penalties by
our State Association (NCYSA) including monetary penalties, denial of permission to
travel in the future, revocation of any approval given to travel that has not yet occurred,
and suspension and termination of membership of the parties responsible.
B. Travel Accommodations. Tournament brochures usually provide information about hotels
with special negotiated tournament rates. You should book hotel rooms when you apply to a
tournament, because hotels often get filled quickly. Some tournaments use booking services, so
you never deal directly with the hotels. Others allow you to book rooms on your own. Each hotel
will have a preferred method of handling the team reservations. Some hotels prefer that you
submit a rooming list with names, addresses & credit card numbers. Others prefer team members
to call and make their reservations individually. Let your team know how to make reservations in
your team block.
C. Distribute Schedule, Maps, Driving Directions to Team.
The tournament planners will provide schedules, maps, and driving directions a few weeks before
the tournament. Some send this information; others expect you to get this information from the
tournament website. Make copies of this information for everyone on your team and distribute at
practice or email the week before the tournament.
D. Guest Players. Most tournaments allow you to have “guest players” on your team during the
tournament. The two most important things about guest players: (1) their birth date must fit
within the age bracket of the team or tournament, and (2) you must have the Guest coach’s
signature and the League coach’s signature. Fill out a “Guest Player Roster” form located on the
NCYSA website, www.ncsoccer.org/Administration/Forms and follow the instructions on the
form to properly credential your guest player. You must have the player’s current player card, a
Medical Consent & Waiver Form, showing the Waxhaw Athletic Association as the home
association and the Guest Player Roster form completely filled out, signed by both coaches
and “red stamped” by the Releasing Club Registrar to present at the tournament registration.
See the tournament brochure to determine how many guest players are allowed in each
tournament.
Team Finances
A. Tournament Fees. To play in tournaments, your team must submit the required entrance fee
along with your application. Tournament entrance fees typically range between $350-$500 and
are due 2-3 months before tournaments (6 months for highly competitive tournaments). You are
responsible for submitting the check request to the WAA Treasurer. All requests must be
accompanied by proof of tournament registration as well as name and address of where the
check will be sent. WAA will not reimburse coaches or managers as a rule unless the tournament
does not allow for an association check to be issued. This information should be sent to the
Treasurer at the time of the check request. If you have any questions, please contact the
Treasurer.
SPECIAL NOTE: FOR STATE CUPS AND HIGHER PROFILE TOURNAMENTS, AN OFFICIAL
CHECK IS REQUIRED (IT WILL STATE THIS ON THE APPLICATION) IN THIS CASE YOU
MUST OBTAIN AN OFFICIAL WAA CHECK FROM THE TREASURER.
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B. Referee Fees. Each team is responsible for paying for the referees at each regular season
game. Make sure you have received the club check for your games at the beginning of the
season. Your team splits the total cost of the refs with the opposing team. The amount you are
required to pay varies, depending upon the age group of your team. Cash is the preferred method
of payment and small bills are appreciated. Three certified officials should be used for all Classic
matches (one center ref and two linesmen. Only pay for the number of officials that are there.
The Referee Fees can be obtained on NCYSA’s website: www.ncsoccer.org Referee fees are
subject to change at any time.
Referee Fees Guidelines & Mandatory Payment levels apply for Challenge and Classic
Teams:
AGE GROUP CENTER ASS’T GAME PER TEAM____
AGE
U19, 18,17
U16, 15
U14, 13
U12, 11
U11 CLASSIC
U10, 9
CENTER
$50
$44
$32
$28
$32
$28
LINE
$35
$29
$21
$15
$18
TOTAL
$120
$102
$74
$58
$68
$28
EACH TEAM
$60
$51
$37
$29
$34
$14
Using envelopes is a great way to keep ref fees organized ahead of time. Get all your cash (total
amount per game times the number of games per season), put the money in small envelopes, put
the game date and opponent’s name on each envelope, and pull out the ones you need each
weekend. If you for some reason you have only one linesman and center ref, take the extra
envelope home. DO NOT pay the extra money to the officials or a parent volunteering to be
a substitute linesman.
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