First, to all the fine people who have taken on this responsibility...Thank you so much.

The team manager is the liaison between coach and parents and also between parents and the club. The more the manager can resolve potential conflict, ease the flow of information and make the team’s environment harmonious the better the atmosphere around the team will be. The results of that may very well be reflected both on the field and in the number of smiling parents and players and coaches. Your efforts will be very much appreciated by many.

All managers will be included on the 'Coaches and managers' email distribution list. When necessary the manager will forward email to their team.

There are many functions for a manager but basically we hope they can expedite the flow of information, answer parent questions and help keep things organized. We would ask managers, as we do coaches, to return phone calls or emails promptly. If there is an issue you can’t deal with personally refer it to the coach, Treasurer, Registrar, club President or an Executive Board member, whichever is most appropriate.

BASIC RESPONSIBILITIES

• Assist coach when needed with general team communication regarding practices, games, scrimmages, tournament plans, updates etc..
• Promote and give information to team families about Scorpions events such as Marina Bay, Annual General Meeting, Registration Night, Fundraising etc.
• Check Maple, Scorpions and tournament websites regularly. 

•  Be, or appoint someone to be, the team liaison to the clubs website http://scorpionssoccerclub.com. Supply recent team pictures, team lists (no last names use 'Mia H. #9' to identify players). Supply other team specific information, stories, news. Keep your team page current.
• Attend and assist at Scorpions Registration Night, usually late June. 
• Create a team book. Use a 3 ring loose-leaf binder with page protectors. Keep player birth certificates with highlighted birth dates, notarized medical release forms (suggestion... put a players birth certificate and medical release forms back to back in the same page protector alphabetically) and copies of the current signed team Roster. Once you have done this for the first time it only involves adding new players and removing former players. Add anything else that you might need such as a list of cell phone numbers, out of state releases, schedules, directions etc.. Make a note on the book somewhere with information regarding where to return it if it is misplaced.

NEW SOCCER YEAR RESPONSIBILITIES
After Scorpions tryouts and the ensuing Registration Night a few weeks later you need to:

• Follow up with your team. Make sure all players chosen at Scorpions tryouts have ordered uniforms. If a player misses Scorpions Registration Night they need to seek out the Scorpions Registrar and Scorpions uniform coordinators.
  Scorpions Registrar is Lisa Lane @ R77lane@aol.com Uniform coordinator is Brendon Boates  brendon@scorpionssoccerclub.com
• When uniforms arrive the team manager is responsible to distribute them.
• Create a team communication list. Include player names and uniform numbers, parent names and addresses (both street and e-mail), telephone numbers (home, cell, and work). Print out or email copies for all families and coaches. Add new players if need be as the year continues. Update your teams communication list when that occurs. Try to remember to keep the club president advised of any changes to roster or email list as well.
• Create from the above team communication list a smaller travel cell list. This has proved invaluable during travel!
• Maintain the team email list. Forward the team email list to club President. 
• Some coaches prefer for the manager to keep the team passcards.  Some managers have liked punching a hole in the cards and keeping them on a circular ring. 
  

• All Changes must go through Registrar Lisa Lane R77Lane@aol.com
• Inform Club President of any changes 
•  When a player is added after Registration Night managers need to make sure that the added players register online at https://www.bluesombrero.com/Default.aspx?tabid=28409&ctl=Register and provide ...
• Try to get the 'adds' done several days in advance of the next game. Unexpected delays in connecting with either the Scorpion or MAPLE registrar may cause the player to not be eligible if the add isnt completed in time.

1. Photo for passcard
2. Sign a passcard (must be signed on back exactly as it is printed on the front)
3. Birth certificate
4. Order a uniform
5. Completed medical release form.
6. Player transfer form must be completed if leaving another club midseason.
7. Make sure the new player is affiliated with MYSA, if not notify club Registrar.
8. Help with the new players and parents orientation (schedules, introductions, etc.)
9. Connect the new family with club treasurer Cindy Sweeney CFCBSWEENEY@aol.com

• Complete and send tournament applications.
• Hotel reservations. Keep a list of the credit card information of all families (**Keep total privacy with this info). Hotel reservations sometimes must be made directly through the tournament. Make the reservations early. Check the cancellation policy so that if your team is not accepted or the tournament is postponed or canceled the families can cancel.
• Airline reservations may be needed depending on travel destination. Assist your team with flight research.  Families make their own reservations.
• 'Guest' players for tournaments need a player card that is signed and has a photograph, a medical waiver and a uniform. See to this well in advance. This is especially true for summer tournaments after new players are added after tryouts. It can be difficult to get all these needed items together quickly so plan ahead. Double and triple check to make sure that all paperwork is in order and all players have a uniform and passcard well in advance. Collect the guest uniform immediately after the tournament washed or unwashed....just collect it and return to Brendon Boates or Fred Marks.

Tournaments typically require:
Signed official rosters
Medical release forms
Passcards

Permission to travel is not needed in most of Region 1 any longer. Tournaments attended in Connecticut or NJ may require permission to travel. If traveling to a tournament in one of those two states email the tournament and ask what they require.

Permission to travel (for out of state travel)
Go to the MYSA website @ www.mayouthsoccer.org-->Administrators--> Travel requirements-->soccer travel-->permission to travel to USYS Tournament..or use this link

  You will get instant approval for travel in the form of a certificate. You then present this form at tournament registration.

• Provide the tournament website to your team.
• Send directions to hotel and then from hotel to field sites.
• Send game schedules for tournament.
• Collect from parents tournament fees if it is an 'extra' tournament. Columbus Day and Memorial Day tournaments are  included in the player fees, you do not need to reimburse the club for this.  If attending an additional tournament and the club has advanced the tournament fee for your team then you must repay the club for that. This should be collected either prior to or at the tournament. The club should be repaid no later than the Tuesday following the tournament.
• The club will advance money for indoor tournaments as well if asked.  The above repayment policy applies to indoor tournaments as well.
• Mail to Cindy Sweeney at the clubs PO Box:
  SCS
  PO Box 682
  Marshfield 02185

If in need of uniforms for guest players the club has some. They can be secured through Fred Marks at scorpionssoccer@aol.com. They must be returned immediately after the tournament.

Teams attending out of state tournaments are responsible for travel and lodging of the team coach. Determine the amount, including taxes, collect it from parents at the same time as the tournament fee is being collected (if not a Columbus Day or Memorial Day) tournament and give it to the coach. This is typically done at the tournament itself but could be done in advance.

The coach and team manager need to communicate and agree in advance who will be registering the team for the tournament. Check the tournament website for the time and location of registration. Teams can be disqualified from a tournament for missing registration.

STATE CUP RESPONSIBILITIES

State Cup Teams (13 and older) entering the State Cup must do so online.

1. Go to tournament website and follow directions for Snickers State Cup entry. www.mayouthsoccer.org
   The applications must be submitted electronically. All information and needed forms are there. U13 and U14 applications are due by September 1st. U15 and up are due by December 15th. Prior to your first game you will need to send a roster electronically.
2. U11 Andre Cup and U12 Championship applications are done in a similar manner. Information about these tournaments in the spring can be found on the site www.maplesoccer.org.
3. Provide schedules and directions to tournament sites.
4. Check the tournament websites prior to tournaments for changes. The tournaments make this your responsibility, any errors are yours.

OTHER RESPONSIBILITIES

The following tasks may be delegated to others if you choose:

• Team Historian. Record all scores and opponents, both Maple and all tournaments. This is very important as many tournaments require very detailed information for your application.
• Website Coordinator

 

Frequently asked questions 

 

Uniforms

 

Each player needs (2 game jerseys, game shorts, game socks, training shorts, training jersey)

 

All uniform requests go directly through Brendon Boates brendon@southcoastscorpions.com   Please provide sizes of items and a shipping address.

 

When adding a new player uniform sample sizes wont likely be available. Compare the new players size to that of a current player and judge the new players size based on that.

 

U17 and older teams may roster 22 players. Only 18 can play in a given game. The others get lined out of the roster prior to the game by the coach.  

 

 

Out of State Players 

 

If you have out-of-state players on your roster an 'Out of State Release' must be secured before the players can play for Scorpions in Massachusetts. The parents of the players should contact their home state organization to get this permission. The registrar then must be notified that this process has been completed before the roster is submitted.  Out of state players must provide a copy of the form to their team manager.

 

Drops/Transfers 

 

To remove a player from your roster the players family must complete a 'drop form'. http://www.mayouthsoccer.org/download/77_player_status_update0206.pdf. The form should then be provided to the MAPLE registrar, the registrar can then remove the player from the team.  This can be done by the team manager and the MAPLE registrar without going through the club registrar but make sure the club registrar and president know that has happened.

 

To add a player from another club to a Scorpions roster the same form can be used. This time fill out the 'transfer' part of the form. Provide the information to the club Registrar and she will produce a new roster for you. This roster is then presented by the team manager to the MAPLE registrar who will sign and return it.

 

A player may transfer between teams at any point in the season until the roster freeze deadline in May without permission of the 'losing' club.

A player who moves between two teams in the same club counts as a transfer and may not move back to their original team until the soccer year is over.

Teams are allowed five transfers per year. A transfer is only counted against the team gaining the player.

When adding a player the coach must assign the player an available # unless he/she delegates that to the manager. 

Rosters & Passcards

The club Registrar will provide each team with rosters and passcards. Two rosters must be provided to the referee prior to each league game.  Passcards must be provided to the referee at each league game and at tournaments.

Coaches, managers and anyone else who might be on the players' side of the field must also have a passcard. Four adult passcards per team are allowed.

If your official roster has more than two pages (due to players being added or dropped) they may be combined onto one page, but it must indicate that it is a "Game Roster" and it must be signed and verified by your registrar. Ask the club Registrar about this if that situation occurs.

Financial Issues

Tournaments 

Two tournaments per year are included in player fees and do not need to be reimbursed to the club. These are typically the Columbus Day and Memorial Day weekend events. If a team chooses a tournament in place of one of the above then that can be substituted. Additional tournaments are paid for by the players who participate. A player who does not attend an optional tournament should not be asked to pay for it.

Entry Fees
Managers may either collect money for the tournament entry fees and send it directly to the tournament or they can submit a check request to the treasurer to cover the fee and then send one check to the treasurer payable to 'Scorpions Soccer' to reimburse the club. This reimbursement should either be in advance or immediately after the tournament. In the case of tournaments that are widely attended by the teams in the club, the treasurer will send one check for all the teams and the teams will reimburse the club. It is up to the team manager to keep track of which players have paid so its a good idea to make up a spreadsheet or log book showing each player's activity and what each family paid. Not every player participates in every event. Some teams use a slush fund system to make collections easier. Parents pay an amount up front and the manager uses this fund to pay its bills, deducting the appropriate amount from each player's balance. When the fund gets low, the manager will ask parents to replenish.

Player Fees

In the beginning of the year managers will attend a club wide Registration Night and collect paperwork and player fee payments from their team. All monies accepted will be recorded by the manager on a payment sheet that records the online system registration number (important), the player's name, amount paid, and check number or cash. At the end of Registration Night all the above will be collected by the club.

Now and then managers will be asked to forward email reminders to their team parents from the treasurer regarding payments due for player fees, uniforms. 

Indoor Leagues

If a team enters an indoor league, the club will front the payment however the team manager will need to collect the cost of the league from the players who participate. The club should be reimbursed within 1 to 2 weeks of the payment due date for the league session.

Check Requests

Managers should include the following information when a check is requested.

Name of Team
Name of the Event
Date of the event
Specific Age Group(s) and bracket(s) applying to ( i.e. GU12 championship or BU11 classic)
Tournament confirmation number if applicable
Payee
Address where check should be sent
Check amount
Deadline for payment to be received

All checks should be sent to Scorpions Soccer, PO Box 682, Marshfield, Ma 02050

 

Last thing

Managers of teams attending college showcase tournaments should make sure player profiles on the Scorpions Soccer website are up to date. Teams and players should bring copies of their individual player profiles with them as well as a team handout.  The college coaches look for both.

 

Thanks for taking on this job. Coaches are important to a team’s success for obvious reasons but managers can be equally important.