BEAUMONT SOCCER ASSOCIATION
Age Director
Handbook
Beaumont Soccer Association Age Director Handbook
Contents
Team Creation/Staff and Player Assignment Process ..................................................................... 4
Creating a Season Schedule – U4 to U8 .......................................................................................... 5
Team Officials Meeting Preparation ............................................................................................... 5
U4 to U8....................................................................................................................................... 5
U10 to U18 .................................................................................................................................. 6
Other Duties .................................................................................................................................... 6
Executive Liaison ......................................................................................................................... 6
Photo Day Schedule and Photo Name confirmation................................................................... 6
Player Evaluation Initiation and Monitoring U8 to U10 .............................................................. 6
Equipment Distribution and Return Coordination ...................................................................... 6
Tournament Registration – Timbits – U6 .................................................................................... 7
End of Year Wrap-up – U4 and U6 .............................................................................................. 7
Team Staff and Player Assignment System Instructions ................................................................. 8
Generate Volunteer List .............................................................................................................. 8
Search for Coach or other Team Staff ......................................................................................... 8
Assign Staff to a Team ................................................................................................................. 9
Assigning Players to a Team ........................................................................................................ 9
Sending Emails to Players, Coaches etc..................................................................................... 13
Player Maintenance....................................................................................................................... 15
Searching for Players ................................................................................................................. 15
Editing a Player .......................................................................................................................... 15
Changing a Players Division ....................................................................................................... 15
Team Maintenance........................................................................................................................ 16
Searching for a Team ................................................................................................................. 16
Adding a Team to a Division ...................................................................................................... 16
Editing a Team Setup ................................................................................................................. 16
Viewing the Players Assigned to a Team ................................................................................... 16
Coach Maintenance ....................................................................................................................... 17
Editing a Coach .......................................................................................................................... 17
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Viewing the Teams a Coach is assigned to ................................................................................ 17
Age-Group Maintenance ............................................................................................................... 17
Generate a Schedule ..................................................................................................................... 17
Sample Text for Emails .................................................................................................................. 18
Coach/Assistant Coach/Team Manager Solicitation Email ....................................................... 18
Coach Welcome Email U4 to U8 ................................................................................................ 18
Coach Welcome Email U10 to U18............................................................................................ 20
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Team Creation/Staff and Player Assignment Process
The following process is suggested when setting up the teams and doing player assignment:
1. The teams will be created by the Administrator
2. Get your coaches
a. Generate Volunteer List Note: The Volunteer List will also include the Player(s)
they are associated with.
b. Contact the Coaches, Assistant Coaches and Team Managers for your Age and
confirm that they are still willing to do it.
i. Ask them to fill out the online Team Staff Application form on the
Coaches page, Apply to be Coach/Staff if they have not already done so
ii. Ask them to get their Criminal Record Check letter to the RCMP (they
can pick up the letter from the holder above the drop box and the
KNRRC – if they have had one in the last 3 years we can use that. If they
think/say
they
have
already
shown
BSA
it,
contact
support@beaumontsoccer
3. If you do not have enough head coaches you can always ask an Assistant Coach
volunteer to step up – remember to mention that they can attend a coaches course
appropriate for the age group, at the expense of BSA, and there are additional coaching
clinics available. The information on the coaches courses in on the Coaches web page. If
you are still short of Team Officials, notify the Registrar. There is also a sample of a
Team Official solicitation email in this document Search Coach and other Team Staff to
see if they have done their online form. Use the steps in Sending an email to a Player or
Group of Players to email the team that you need the required team staff person.
4. The Team Staff Application must be approved before they can be added to a team so
email [email protected] to request the approval of the required team
staff. The team staff login will also be created at this time. They will be notified of their
login details
5. When you have a confirmed Coach, Assistant Coach or Team Manager and they have
been approved, Assign Team Staff to a Team. Make sure you update the Team Name
6. Use Assign a Player to a Team – General: to assign the players associated with the team
staff to the team.
7. Use Assign a Player to a Team – General, or Assign Players to a Team – U4 – U8. Note: If
you have a player requesting to play-up, skip that player and email
[email protected] and the Registrar will get the approval for the player to
play-up.
8. Once you have assigned all the Paid players, change the Payment Status to All Active to
see if there are any other players in the age group. If there are any with a status of
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Financial Assistance you can assign them to a team. Send an email to
[email protected] with the names of any other players for the registrar to
investigate.
9. Once all the teams are set up use the Sending an Email to a Group of Coaches to email
all the team staff that they can now access their team lists and send an introduction
email to their team.
Creating a Season Schedule – U4 to U8
The following steps are required in order to successfully generate a schedule for your age group:
1. Determine the Pools required for you age group – pools have to have 6, 8 or 10 teams in
the pool
10. Enter the pool names into Age-Group Setting i.e enter ‘Pool A~Pool B’. See Age-Group
Maintenance
2. Enter the following information for your teams (see Team Maintenance):
a. Assign Home Field
b. Home Game Day
c. Home Game Time
d. Schedule Pool
e. Schedule Number - a unique number for the team within the pool i.e. 8 teams
in the pool numbered 1 to 8
3. Generate the Schedule. see Generate a Schedule
Note: Due to the fact that for these age groups the fields are divided into 4 (for u4 and U6) or 2
(U8), therefore the system has to be set up to have a unique name for each ¼ or ½ field
respectively. Work with the Administrator on this.
Team Officials Meeting Preparation
U4 to U8
The following needs to be completed for packaging for the Team Officials meeting, please notify
the Administrator once these are complete:
1. Team Official assignment
2. Player assignment
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3. Season Schedule
U10 to U18
The following needs to be completed for packaging for the Team Officials meeting, please notify
the Administrator once these are complete:
1. Team Official assignment
2. Player assignment
Other Duties
Executive Liaison
While the BSA system supports the various BSA Executives, Directors and the Administrator
emailing the coaches and players. In some situations the communication is required to come
from the Age Director so that the response can be monitored and acted upon.
Photo Day Schedule and Photo Name confirmation
1. The Photo Day Coordinator will contact you with the schedule for you to check against
your game schedule and then notify your Team Managers of their photo day/time
2. Once the photos are ready for proof you will be sent the photos and you will need to
send them to the appropriate Team Manager for them to verify the players name
spelling and that the name and photo position are correct
Player Evaluation Initiation and Monitoring U8 to U10
At the end of the season, and possibly mid-season, the coaches will be required to perform
player evaluations. The Age Director is responsible for ensuring that every player in their Age
Group has an evaluation. These evaluations are important for the formation of teams in the U10
and up age groups.
Equipment Distribution and Return Coordination
The Age Director is responsible for coordinating with the Equipment and Apparel Director for
the distribution and roundup schedule for equipment.
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Tournament Registration – Timbits – U6
The Age Director is responsible for reminding the Team Managers to register for the Tim
Hortons Timbits Jamboree if the team wishes to play. The appropriate form will be made
available to the Age Director. Registration is due in May. Check the Admin Calendar online for
actual date.
End of Year Wrap-up – U4 and U6
1. Assist Administrator with ordering of certifications and medals for year end
2. Assist Scheduling Director in scheduling year end Tournament.
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Team Staff and Player Assignment System Instructions
Generate Volunteer List
To find, for example, who volunteered to be a coach, assistant coach or team manager.
Go to the Admin menu and in the Spread Sheet (to Excel) section select Volunteer List.
Enter the criteria, for example, Division and Age Group and select Post.
Depending on your browser and version of Excel, you may have to select ok or yes a couple of
times before the spreadsheet is displayed.
Search for Coach or other Team Staff
To search for an individual coach or a group of coaches go to the Admin menu and in the
Player/Team/Coach Administration section select Coach Administration.
Enter the search parameters you wish to use and select Search.
If you cannot find an existing record for the team staff person select the Coach Application radio
button on the search screen to see if they entered their application.
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If you cannot find one call them and ask them to enter it. The online form can be accessed from
the web site > Coaches page, Apply to be Coach/Staff menu option.
If you wish to display a list of coaches in Excel you can use the Excel button.
Assign Staff to a Team
Make sure all your team staff has entered a team staff application form by following the Search
for a Coach or other Team Staff steps.
Email the [email protected] to have the coaches approved. Once they are
approved you can add them to the team.
Perform the steps in Searching for a Team, locate the team in the search results and select Edit.
Scroll down the team details to the Team Staff, and select Add beside the role required. If you
are assigning a second (or more) Assistant Coach, use Alt Contact and enter a Title of ‘Asst.
Coach’. Make sure you Post to save your changes.
Once you have the head coach on the team you will also need to change the Team Name and
Post. The team names are formatted that same as how they will appear in EMSA’s My Soccer
Office so the format must be correct in the BSA System. Update the team name from (for
example) Beaumont (Team 1 TBD) to Beaumont (Smith) – where Smith would be the head
coaches last name.
Assigning Players to a Team
Assign a Player to a Team - General
To assign a player to a team first they must be assigned to a division that has a team created.
Go to the Admin menu and in the Player/Team/Coach Administration section select Player
Team Assignment. Enter the required search criteria including the Division and Age Group and
select the Post button. Note: Division is a mandatory search field on this screen.
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To assign the player to a team, select the required team from the drop down list. If you wish to
edit the player you can also do that by selecting Edit.
Once you have done your team selections for the players displayed, select Post. Note: You can
select the team for multiple players on this screen before you select Post.
If you have done team selections but you want to do an Edit on a player first, it would pay to
Post your team selections first.
Assign Players to a Team – U4 – U8
To assign a player to a team first they must be assigned to a division that has a team created.
The goal of these instructions is to help you assign players evenly across the available teams
according to Age and Gender.
Go to the Admin menu and in the Player/Team/Coach Administration section select Player
Team Assignment.
Select the Division that includes your Age Group.
Select the Age Group you are working on.
Select the required Age Group.
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Select a Payment Status of Paid. Note: only paid up players will be assigned to a team
Select a Sort by of Birth Date and select the Post button.
NOTE: If you are just starting to assign players you can leave the Team Name as All, if you have
already assigned several players you can change the Team Name to Unassigned (as per above
screen shot).
Once you select Post, the system will find all the players that meet the criteria, sort them and
display them.
The Team drop down list will show the team name and after the name it will show you how
many girls and how many boys are currently assigned to the team i.e. Beaumont (Kruger) 2/3,
means 2 girls and 1 boys have been assigned to the team.
Note: the Team drop down list will include all the teams in the Division, this is so that you can
select a team in a high age group if the player is playing up.
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To assign the player to a team, select the required team from the drop down list. If you wish to
edit the player you can also do that by selecting Edit.
If you come across a player with a team or coach request (see Requests: in screen example
above), open up another browser session and go to the Player Team Assignment screen, do not
enter any selection criteria except the name of the player, then Post to find the player. If the
player is already assigned to a team then assign the player you are working on to the same team
(as long as they are in the same age group). If the requested player is not assigned to a team and
they are in the same age group, assign them both to the same age group. Leave the second
browser window open in case you have more player requests.
Note: You can select the team for multiple players on this screen before you select Post. The
counts on the Team drop down list will be updated when you select Post, so it would pay to do
that every screen of players.
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If you have done team selections but you want to do an Edit on a player first, it would pay to
Post your team selections first.
Sending Emails to Players, Coaches etc
IMPORTANT: There is a timeout on the system and if you take too long to type in your email you
may lose it. If you are typing in a lengthy email, or you need of decide what to say, it would be
best to type it up in word and then copy and paste the text in.
Sending an Email to a Player or Group of Players
To send an email to an individual player, go to the Admin menu and in the Email Functions
section select Player Group Email.
Enter the criteria you wish to use to select the players and select Post.
Enter the Email Subject, and Reply to email address (x 2). Enter the body of the email and
upload images if required, select Send.
Note: The list of the players that the email will be sent to is at the bottom of the screen.
Sending an Email to an Individual Coach
To send an email to an individual coach, go to the Admin menu and in the Email Functions
section select Coach/Manager Group Email.
Enter the First and Last Name of the Coach and select Post.
Enter the Email Subject, and Reply to email address (x 2). Enter the body of the email and
upload images if required, select Send.
Note: The list of the coaches that the email will be sent to is at the bottom of the screen.
Sending an Email to a Group of Coaches
To send an email to an individual coach, go to the Admin menu and in the Email Functions
section select Coach/Manager Group Email.
Enter the criteria you wish to use to select the coaches and select Post.
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Enter the Email Subject, and Reply to email address (x 2). Enter the Email Body Text of the
email and upload images if required, select Send.
Note: The list of the coaches that the email will be sent to is at the bottom of the screen.
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Player Maintenance
Searching for Players
To search for an individual player or a group of players go to the Admin menu and in the
Player/Team/Coach Administration section select Player Administration.
Enter the required search criteria and select the Post button.
Editing a Player
To edit a player, first search for the player you wish to edit (see Searching for Players). In the
search results list locate the player you wish to edit and select Edit.
Change what you need to change and select Post.
If you decide that you don’t want to change anything select Admin at the top right of the screen.
Changing a Players Division
– i.e. change from the U4-U8 Division to the U10-U18 Division in order for a U8 player to Play-up
IMPORTANT: This should only be done by the Registrar or with the approval of the Registrar.
To change a player’s division first search for the player you wish to edit (see Searching for
Players). In the search results list locate the player you with to edit and select Edit.
Change the division by selecting from the available drop down list and select Post.
If you get an error message that there is no age group in that Division for the date of birth
contact [email protected]
If you decide that you don’t want to change anything select Admin at the top right of the screen.
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Team Maintenance
Searching for a Team
To search for an individual team or a group of teams go to the Admin menu and in the
Player/Team/Coach Administration section select Team Administration.
Enter the required Division and Age Group and the teams in that Division/Age Group will be
displayed in the search results.
Adding a Team to a Division
To add a Team to a Division go to the Admin menu and in the Player/Team/Coach
Administration section select Team Administration.
Make sure the Registration Year is correct and select Add. Enter all the required fields and
select Post.
Note: If you are creating an FC team, make sure you tick the Select? tick box.
Editing a Team Setup
To edit a team setup, first search for the team you wish to edit (see Searching for a Team). In the
search results list locate the team you wish to edit and select Edit.
Change what you need to change and select Post.
If you decide that you don’t want to change anything select Admin at the top right of the screen.
Viewing the Players Assigned to a Team
If you want to view the players assigned to a Team, first search for the team you wish to view
(see Searching for a Team).
You can view the players assigned to a team in two ways:
1) In the team definition: Locate the team in the search results list and select Edit, scroll
down to the bottom and you will see the team list.
2) In excel: Locate the team in the search results and select Team List. This will open a
dialog box for you to select to ‘Open with’ or ‘Save File’. Select the method you want
then select OK. If you select to ‘Open with’ you may get a message ‘The file you are
trying to open…….’ You should be ok to select Yes.
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Coach Maintenance
Editing a Coach
To edit a Coach, first search for the coach you wish to edit (see Searching for a Coach). In the
search results list locate the coach you wish to edit and select Edit.
Change what you need to change and select Post.
If you decide that you don’t want to change anything select Admin at the top right of the screen.
Viewing the Teams a Coach is assigned to
If you want to view the team(s) a coach is assigned to, first search for the team you wish to view
(see Searching for a Coach), and select Edit to view the coach details.
Select Show Teams.
Age-Group Maintenance
To edit an Age-Group definition go to the Admin menu and in the System Functions section
select Age-Group Settings.
Select your Division and the Age-Groups in the Division will be displayed. Select Edit for the AgeGroup you wish to change.
Once you have done your change select Post.
Generate a Schedule
Before you can generate a schedule, make sure all the teams have: Assign Home Field, Home
Game Day, Home Game Time, Schedule Pool and a Schedule Number.
Then, go to the Admin menu and in the Scheduling System section, select Generate a Schedule.
Do each pool for your age group. If there are any conflicts with other schedules in the system it
will let you know. If you have issues contact [email protected]
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Sample Text for Emails
Coach/Assistant Coach/Team Manager Solicitation Email
Hi
You have registered you child to play soccer with Beaumont Soccer Association which shows you
understand how important and invaluable participating in a team sport and exercise in general
is for children.
However, we do not have enough Coaches/Assistant Coaches/Team Managers in this age group.
When this happens we send 1 email to request that more people volunteer to fill the required
positions. If the required positions are not filled within 1 week of this email, as a last resort, we
will have to reduce the number of teams accordingly. This can only be done by cancelling
registrations, starting with the most recent registrations.
If you are prepared to be a Coach/Assistant Coach/Team Manager please let me know and go to
the Coaches page and Apply to Coach/Staff. You will also need to pick up the Criminal Record
Check letter from the holder above the BSA drop box at the KNRRC and take that to the RCMP.
Criminal Record Checks are required every 3 years and are done for free. They can take some
time so it is better to get that started ASAP.
Please do consider this a wonderful opportunity to be involved in your child’s soccer experience,
and get some exercise for yourself at the same time.
Please contact me if you have any questions about the positions.
Regards
Name
Email
phone
Coach Welcome Email U4 to U8
Hi
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I am ?????????, I am the Age Director for the U? Age Group. You can contact me using
[email protected] or for an urgent matter you can call me on nnn-nnnn-nnnn.
Thank you for your generous offer to be a Coach, Assistant Coach or Team Manager of a U?
team. Without the commitment from yourself and others BSA would not be able to offer
community and competitive soccer in Beaumont.
The Team Officials meeting is scheduled to be held on ?????????? at ?????????. This is a
mandatory meeting for all Team Officials. If for some reason you are unable to attend, please
ensure that the other Team Officials for your team are going to be present and ask them to pick
up anything that is intended for you.
I will be sending you and the other Team Officials an email identifying who the other Team
Officials on your team are. Once you receive this email you will be able to access your team list
using the access that you will receive in a separate email from the Registrar.
I am currently assigning players to teams. Team/Player assignment at this level is done using the
following process:



Team Official assignment
Team Official associated player assignment
Player assignment and associated friend/coach request – players are sorted according to
date of birth and assigned to teams ensuring an even allocation according to age and
gender.
Note: Skill level and experience is not taken in to consideration at this age level
If you do not have a current(within the last 3 years) Criminal Record Check, it is very important
for you to get your Criminal Record Check letter to the RCMP for processing ASAP s they can
take some time. Criminal Record Processing is free. Any Criminal Record Checks that are done
can be brought to the Team Officials Meeting and they will be recorded in the system.
Please contact me if you have any questions about the positions.
Regards
Name
Email
phone
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Coach Welcome Email U10 to U18
Hi
I am ?????????, I am the Age Director for the U? Age Group. You can contact me using
[email protected] or for an urgent matter you can call me on nnn-nnnn-nnnn.
Thank you for your generous offer to be a Coach, Assistant Coach or Team Manager of a U?
team. Without the commitment from yourself and others BSA would not be able to offer
community and competitive soccer in Beaumont.
The Team Officials meeting is scheduled to be held on ?????????? at ?????????. This is a
mandatory meeting for all Team Officials. If for some reason you are unable to attend, please
ensure that the other Team Officials for your team are going to be present and ask them to pick
up anything that is intended for you.
I will be sending you and the other Team Officials an email identifying who the other Team
Officials on your team are. Once you receive this email you will be able to access your team list
using the access that you will receive in a separate email from the Registrar.
I am currently assigning players to teams. Team/Player assignment at this level is done using the
following process:



Team Official assignment
Team Official associated player assignment
Player assignment and associated friend/coach request – as teams in this age group are
tiered, players are assigned to teams according to skill level.
If you do not have a current(within the last 3 years) Criminal Record Check, it is very important
for you to get your Criminal Record Check letter to the RCMP for processing ASAP s they can
take some time. Criminal Record Check processing is free.Any Criminal Record Checks that are
done can be brought to the Team Officials Meeting and they will be recorded in the system.
Please contact me if you have any questions about the positions.
Regards
Name
Email
phone
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