Team Managers Manual

This manual is the result of countless and unselfish volunteers that create and propel NorthStar into the positive life force it is today. 

Special dedication goes to;  Linda Rea, Jamie Wheelock, Sue Doherty, Marilyn Vlach, Susan Boyd.

Forever we are indebted to their countless hours of giving, not only of their time but their intellectual, financial and emotional attributes.It is exactly this giving of ones self, to add value to and be part of a bigger cause that makes all these volunteers so very special and dear to the organization.   

For all the players whose lives we KNOW have been positively impacted ...thank you, and for all the players that you may never meet, whom by  your efforts allow them to have the same opportunity as our alumni players, we say thank you.

This manual should be considered to be DYNAMIC in nature, meaning that it is expected to be updated, changed and improved by the collaborative nature of all our teams business managers and volunteers.  The challenge with such a large work is to keep it current, already as this is posted a few sections need to be changed and updated.  If you feel inclined to help with the editing, contribution or the corrections of errors and or omission.

PLEASE send an email to [email protected] It does not matter how trite, small or insignificant you may think the error is, We have high expectations of ourselves and would like to have it corrected asap. We would be very grateful for extra eyes, contributions and editors on this dynamic content in order to help make the most enjoyable experience of one of the toughest and most vital volunteer positions on the team -- The Teams Manager.

Once again, thank you for volunteering and allowing your child to be part of NorthStar, yours and subsequently their involvement in our programs we take very seriously and do our best to promote, mentor, nurture and expect excellence of ourselves, our players and our programs inside and outside of the white lines.  

Its is called the " beautiful game" for a very great reason.  We pray this manual helps you with the "admin" or less beautiful side of the beautiful game.

 

Copyright © 2011, NorthStar Soccer Inc.Intellectual Property. All rights reserved.

NorthStar and the NorthStar logo(s) and all other marks contained herein are trademarks of NorthStar Soccer Inc. Intellectual Property.

No logos, text, photographs or graphics on this site may be reproduced without written permission.

 

 

Table of Contents

Section 1: Introduction  (Last Updated 05/24/2011)

Section 2:  Soccer Structure and Seasons (Last Updated 05/24/2011)

2.1 Soccer Structure

2.2 Soccer Organizations

2.2. a Clubs and Leagues

2.3 Soccer Seasonal Year

2.4 Club Calendar

Section 3:  Risk Management and Insurances (Last Updated 05/24/2011)

3.1 Risk Management

3.1. a Obtaining MSYSA Risk Management Card

3.1. b Obtaining a US Club Soccer Risk Card.

3.2 Safety

3.2. a Incident Reporting

Section 4:  Manager Responsibilities (Last Updated 05/24/2011)

4.1 The Role of the Team Manager

4.2 Responsibilities

Section 5:  Club Resources  (Last Updated 05/24/2011)

5.1 Club Legal Description

5.2 Club Contact Information

5.2.a Mailing Address:

5.3 Staff Contact Information

5.4 Club Finances and Administration

Section 6:  Team and Player (Last Updated 05/24/2011)

6.1 Tryouts

6.2 Team Paperwork Organization

6.2. a Critical and Essential Team Paperwork

6.3 Team Communication

6.4 Team Information Sheet and Telephone Tree.

6.5 Team Plan and Budget

6.6 Parent and Player Contract

6.7 Player Finances

6.8 Player Profiles

6.9 Team Web Site

6.10 Team Volunteers

6.11 Player and Team Fund Raising

6.11. a Fund Raising Defined

6.11. b Player Fees vs. Fund Raising

6.12 Annual Fundraising Events

6.12. a Christmas Wreaths

6.12. b Annual Golf Outing

Section 7:  Registration Process (Last Updated 05/24/2011)

7.1 Registration Process

7.1. a Registration Initial

7.1. b Registration Night

7.2 Critical Paperwork

7.3 Player Adds/Release

7.4 Player Poaching

7.5 League Game Schedules

7.6 League Websites

Section 8:  Game Day Duties  (Last Updated 05/24/2011)

8.1 Game Day Duties

8.1. a Pay Referees

8.1 b Game Rosters/Reports

8.1.c After the Game

8.2 First Aid

8.3 Inclement Weather and Make-Ups.

Section 9:  Tournaments and Travel (Last Updated 05/24/2011)

9.1 Tournament Planning and Applications.

9.1. a Tournament Fees

9.2 Permission to Travel to Tournaments Outside of Michigan.

9.3 Travel outside of the United States (International Travel).

9.3 Travel and Accommodations

9.3. a Distribute Schedule, Maps, Driving Directions to Team

9.4 Guest Players.

9.5 NorthStar Policy and Expectations on Team Travel

Section 10: Club Events (Last Updated 05/24/2011)

10.1 All NorthStar Family Picnic

10.2 NorthStar Winter Banquet

10.3 NorthStar Alumni Event

 

 

Copyright © 2011, NorthStar Soccer Inc.Intellectual Property. All rights reserved.

NorthStar and the NorthStar logo(s) and all other marks contained herein are trademarks of NorthStar Soccer Inc. Intellectual Property. No logos, text, photographs or graphics on this site may be reproduced without written permission.

 


Section 1: Introduction  (Last Updated 05/24/2011-- JF)

Thank you for volunteering to serve as a NorthStar Soccer Club Team Manager!

Without volunteers like you, our ability to positively impact the lives of today’s youth would be severely limited, if not entirely impossible. So… thank you for volunteering, thank you for helping us with the opportunity that your child has right now, and thank you for helping to preserve those same opportunities for future generations of NorthStar players.

              Many of our current club volunteers have been so positively impacted by NorthStar’s “family” unity that they remain involved, even though their child has been long gone from the club.  In fact, we are blessed to have parents still actively volunteering who had their child on the very first NorthStar 1982 team.  So welcome to the family!

              As you come to know NorthStar, its directors and coaches, its past and present families, and all the volunteers whom make NorthStar the premier soccer club it is today, we believe you will experience that feeling of “family.”  We operate as a “family,” with many of our volunteers having been exactly in the same position you are today…a supportive parent who believes athletics is a great way to have their child experience and learn valuable life lessons. And on a humorous note…perhaps you are an anxious parent who finds they have volunteered and is now not really sure what they have gotten themselves into!

              We have all been there, and like a family, we are always here to help.  Before we go any further, though, it is important for us to share with you a cornerstone of the NorthStar Soccer Club structure. The best way to convey or explain this is by sharing a quote that has impacted, guided and provided the guiding framework of our club.  

“Most striking of the characteristics that mark a successful youth organization is the nature of its expectations for youth. They hold high expectations for young people's behavior...The organizations also hold high expectations for their youth member's abilities, giving them demanding tasks to perform. They give their young members real responsibility without doubting that they can shoulder them.” 

                                              William Damon- Greater Expectations

 

              We believe the following manual will help relieve your anxiety and answer most of the questions that you may have about team functions and your role as the team’s business manager….this manual will help you understand the team manager responsibilities and provide you with processes and access to resources that will help you and your team get up to game speed quickly.

              Over the years, NorthStar has been blessed by many great team business managers; each of these volunteers developed their own best practices due to the lack of a manual.  As a result, there have been variations in business practices from team to team and from business manager to business manager. This variation caused confusion for new business managers because each team would do the same task, activity or event a little differently. Not only did it cause confusion for new team managers, but the variation did not allow for a clean way to collect, consolidate and convey best practices.

Past team business managers have been interviewed and we’ve taken their best practices, legal requirements and other vital areas of responsibility of the team business manager position and included them in this NorthStar Business Managers Manual.

 The amount of information a team’s business manager must know is vast and can be initially overwhelming.  Every effort has been made to make this manual as succinct as possible without sacrificing any information that you will need. In those areas where you will need further clarity and additional support, additional directions, links to resources have been provided. The nature of this manual should be considered dynamic, meaning that if you discover short cuts, helpful information, or other successful ways to improve your function as a business manager, we ask that you share them with us so that the manual can be updated and revised.

              One last bit of advice before we get into the specific business sections:

 If you ever find yourself having to make a decision about issues not covered by this manual, we would like to share the order of decision-making priority that we as NorthStar Directors use when we find ourselves in a similar position. It is simply:  the Player, the Play and then the Club. First we ask ourselves “What is best for the player?” Then we ask “What is best for the play (meaning the team and the spirit of the game)?” Lastly we ask ourselves “What is best for the Club?”

 

 

Copyright © 2011, NorthStar Soccer Inc.Intellectual Property. All rights reserved.

NorthStar and the NorthStar logo(s) and all other marks contained herein are trademarks of NorthStar Soccer Inc. Intellectual Property. No logos, text, photographs or graphics on this site may be reproduced without written permission.


 


Section 2:  Soccer Structure and Seasons (Last Updated 05/24/2011-- JF)

2.1 Soccer Structure

It may be helpful for you to understand the soccer organizational structure, seasonal length and the term “sanctioning” as it applies to soccer in Michigan and through the entire United States.  Soccer’s global organizational structure may be confusing at first, yet it is solely based on levels of approved sanctioning. Simply stated--every player, team and business manager registers with a local club that is officially sanctioned by a State or Nationally-approved entity which in turn is officially sanctioned by the United States Soccer Federation entity (USSF).

              Figure 1 shows the global soccer structure starting with the highest authority, the United States Soccer Federation (USSF), which sanctions the Michigan State Youth Soccer (MSYSA) and the US Club soccer governing bodies.  The next level of affiliation is the governing bodies that we will interact with most often and they are the leagues.

              State-sanctioned leagues and US Club provide the ability to register both teams and players, and they are the governing bodies that grant the approval for hosting tournaments.  League entities vary as there are a number of leagues throughout the state. As you can see from Figure 1,  NorthStar, registers with Michigan State Premier Soccer League (MSPSL), Grand Traverse Soccer League (sister division of NorthStar Inc.), and Northern Michigan Soccer Alliance (NMSA) soccer leagues.


 

Figure 1   Michigan’s Soccer Organizational Structure

 

              Figure 1 above shows NorthStar’s direct “soccer” affiliation with US Club Soccer.  NorthStar is registered as club # 17 out of 9,000 participating clubs.  In addition, we are also affiliated with the Michigan State Youth Soccer through our registering with its sanctioned leagues.

2.2 Soccer Organizations

Throughout the world there are three types of soccer organizations: Clubs, Leagues and Associations. Associations for an example are US Club Soccer and Michigan State Youth Soccer Association (MSYSA) and an example of leagues are Michigan State Premier League (MSPSL) and Grand Traverse Soccer League (GTSL) and then finally the example of clubs would be NorthStar Soccer Club.

2.2. a Clubs and Leagues

Clubs exist primarily to either develop players (youth and national clubs) or make money (professional clubs) and sometimes both.  Leagues exist to provide either clubs or non-club (recreational) players a structure within which to play.  As an example; NorthStar senior teams (U13 and older) play in the Michigan State Premier Soccer Program (MSPSP), which is also a member league of Michigan State Youth Soccer Association (MSYSA.)  In addition, all NorthStar teams are registered with US Club Soccer (USCS.)

Dual registration (MSYSA and USCS) for our players, coaches, managers insures that we have the necessary insurance coverage’s for all activities, whether it is outdoor or indoor.  Dual registration also increases our selection ability for league play, tournaments and college showcases.

              Sanctioning provides the club, coaches, business managers and players with necessary insurance coverage in order to be allowed to register and play in sanctioned events.  In addition, it also provides the background checking and approval processes for all coaches, business managers and anyone who interacts directly with players.  The Official Pass Cards, State Authorized Rosters and Risk Management cards are required in order for coaches and players to participate in any event or a team to register for league play or tournaments.

2.3 Soccer Seasonal Year

The soccer “year” runs from August 1st. to July 31st.  Players are registered and committed to a team for the entire soccer year.  Table 1, provides you with a month by month overview of the soccer year for both male and female teams. The dates for team tryouts are dictated by the Michigan State Youth Soccer (MSYSA) which applies to all clubs and teams in the state of Michigan.

The age of the players dictate whether they play one or two league seasons.  Table 1 shows that older players Under 19 (U19) to Under 16 (U16) will play one league season of club soccer and the other half of the year they will be playing with their respective high school soccer teams.

Table 1 also shows that the younger players, Under 14 (U14) years’ old play year round or two league seasons.  In addition, Table 1 shows those months that we have our annual club events for all players.

Please note; the (***) in Table 1; indicate that for high school age boys teams playing only in the spring session, tryouts may be held from the third Saturday in June until the start of high school practice and after the high school season ends in the fall.  This time frame is dictated by the state and all clubs in Michigan are forced to follow them.


 

Table  1  Soccer Season  Calendar

Month

Girls Club Teams

Boys Club Teams

Soccer Seasonal Year  =  August 1st to July 31st

June

Tryouts

Tryouts *** and
 Spring League Play

July

Travel Events and Tourneys
Outdoor Training

Travel Events and Tourneys
Outdoor Training

CLUB EVENT  -- Team registration night ( first week of July)

August

Outdoor Fall League Play
Girls All Ages

U14 and below - Fall League Play
U16 and Above- High School play

CLUB EVENT  --NorthStar Family Picnic ( third week in August)

September

Outdoor Fall League Play
Girls All Ages 

U14 and below - Fall League Play
U16 and Above- High School play

October

Outdoor Fall League Play
Girls All Ages 

U14 and below - Fall League Play
U16 and Above- High School play

November

Winter Indoor  League/Training
 

Winter Indoor  League/Training

December thru March

Winter Indoor  League/Training
Southern College Showcases

Winter Indoor  League/Training

CLUB EVENT  -- NorthStar Alumni Get together

( Dec - during the holidays)

CLUB EVENT  -- NorthStar Annual Banquet  (first Sunday in March)

April

Outdoor Spring Season
U14 and below - Fall League Play
U16 and Above- High School play

Outdoor Spring Season
 Boys all ages
 League Play

May 

Outdoor Spring Season
U14 and below - Fall League Play
U16 and Above- High School play

 Outdoor Spring Season
 Boys all ages
 League Play

2.4 Club Calendar

The club has an online club calendar located on the NorthStar web site under the left hand side navigation link called: Club Calendar . This calendar shows club events like the ones listed in Table 1 as well as any state tournaments or events (i.e., state cup) and other club or league events).

Please make sure you take a look at the calendar as it will help you with date questions.  If we have missed a date, or you would like one added, please email the Club Administrator at the following email address: [email protected]

Copyright © 2011, NorthStar Soccer Inc.Intellectual Property. All rights reserved.

NorthStar and the NorthStar logo(s) and all other marks contained herein are trademarks of NorthStar Soccer Inc. Intellectual Property. No logos, text, photographs or graphics on this site may be reproduced without written permission.

 


 

Section 3:  Risk Management and Insurances (Last Updated 05/24/2011-- JF)

3.1 Risk Management

All Business Managers, Coaches, Trainers…everyone who directly interacts with the players at any age level…must have appropriate background checks completed and be issued a Risk Management Card prior to any interaction with players.  Background checks are accomplished by coaches and business managers registering online for the seasonal soccer year which runs August 1st through July 31st.

3.1. a Obtaining MSYSA Risk Management Card

Team Business Managers need to do the following to obtain a Risk Management Card

  • Go to the coaches and managers login portal at www.gotsoccer,com
  • Select the Teams, Coaches and Managers Login link
  • If you do not know your account or do not have a Got Soccer account, please contact the Club’s administrator so that they can set up an account for you and provide you with your login ID and password.
  • Obtain a voucher number from the Club administrator. This voucher will be used as payment for your on line Risk Management card application process.
  • Select navigation  link  “Background Checks”
  • Fill in information and submit.

In the online Risk Management registration system, your background check will be marked as “pending;” and until such a time as your status is updated to “approved,” you cannot have any direct interactions with players.  You can, however, perform team administrative duties, help the coach or interact with any adults from the team.

              Please note that it normally takes 3-5 days to receive your Risk Management approval.  You will receive an email saying you have been approved. Now you need to log back into Got Soccer (Teams, coaches and managers portal) and print out your Official Risk Management Card.  Please make sure that you have this with you at all times.

3.1. b Obtaining a US Club Soccer Risk Card.

Normally, you will only need one approved Risk Management card no matter what sanctioning entity issues it, be it MSYSA or US Club, as long as it is valid and current.  We use the MSYSA risk program as our main Risk Management Card; however, we prefer to err on the side of caution and request that all NorthStar coaches and managers also obtain a US Club Risk card. You can obtain a US risk card by following these steps.

  • Visit the U.S. Club Soccer web site;  www.usclubsoccer.org.
  • Select the Registration link then Staff background Checks
  • Fill out the information and then pay for your card personally.
  • Submit an expense reimbursement form to the Club Treasurer to get reimbursed for this cost.  (See the NorthStar web site--forms/downloads section)
  • The US Club Risk Management card will be processed by our US Club Administrator and will be mailed to you in 7 to 10 days.

3.2 Safety

Safety for our players is of paramount importance. We will and should always err on the side of safety.   You, as a team’s business manager, have an obligation and a

responsibility to intervene or question any behaviors that are out of line, out of place, or put any player at risk, whether that player is associated with our club or not.

Business managers are encouraged to correct or question a player’s behavior if you believe that behavior does not meet the clubs expectations or poses a safety risk. However, it should be very clear that business manager’s responsibilities do not include coaching, training, and/or any soccer instruction of the players. Those duties are the responsibility of the coaches.

For additional risk and safety information, please visit the risk management section of the MSYSA website. There are several articles and procedures to read, especially the one regarding lightning and goal safety.

3.2. a Incident Reporting

Report all accidents immediately! In the event of an accident or injury, please use and fill out the MSYSA Accident Reporting Form and submit it immediately to the club administrator.  A copy of this form is included in the appendix and can be obtained here: Incident Report, (http://www.pullenins.com/pdf/IncidentReport.pdf).  If the incident is of a severe nature, please contact one of the Club Directors immediately.

 

Copyright © 2011, NorthStar Soccer Inc.Intellectual Property. All rights reserved.

NorthStar and the NorthStar logo(s) and all other marks contained herein are trademarks of NorthStar Soccer Inc. Intellectual Property. No logos, text, photographs or graphics on this site may be reproduced without written permission.

 


Section 4:  Manager Responsibilities (Last Updated 05/24/2011-- JF)

4.1 The Role of the Team Manager

The team manager is responsible for all administration and coordination of the team’s activities and communication between the families and the coach (es). The team manager is critical to the success of the season and their duties directly impact the positive experience of the families involved.  The team manager handles the “off the field” administrative activities.
All team managers need to be registered with the Michigan State Youth Soccer Association (MSYSA), US Club Soccer (USCS), and the team’s corresponding league. This is either the Michigan State Premier Soccer League (MSPSL) or the Northern Michigan Soccer Alliance (NMSA).  Team managers are not responsible for coaching or coaching decisions. They are not a sounding board for parental or player issues; this function is reserved for the Team Liaison. Team managers are purely to act in an administrative capacity.

4.2 Responsibilities

The Team Business Manager will be responsible for the coordination, administration and registration activities of the team.

 

4.2. a Critical Responsibilities

  • Do not try to do all tasks yourself, delegate what can be delegated to other parents (i.e. Travel volunteer to handle lodging/travel/meals for tournaments; fund raiser volunteer to handle fund raising activities; team photographer, team liaison, uniform coordinator, etc.)
  • Team Event Registration (leagues, tournaments, team camps, or other activities). You must be very proactive as some event registrations need to be received months in advance.  (Read the team plan for events listed and discuss with the coach to get started.)
  • Risk Management: You need to have a background check done and a valid Risk Card BEFORE any player interaction can take place.
  • Collect Player Medical Release forms that have been notarized; these must include a raised seal)
  • Make copies of Player Pass cards, Medical Releases, and Risk Management cards and have them at all events.
  • Coordinate, create, and distribute a calendar of events for each month.
  • Prepare game rosters, reports, referee fees prior to league or tournament events.
  • Call opposing teams to reconfirm match date, time and location.
  • Ensure Referees complete and sign game reports and retain reports.
  • Report game scores to appropriate league at the end of the match if that is your team’s responsibility.
  • Coordinate and reserve rooms, travel, and food for tournaments. Many teams have a separate volunteer to handle these tasks.
  • Check the team in for all tournaments, typically at the tournament’s main venue
  • If the tournament keeps the player pass cards for the duration of the tournament, be sure to collect them before you leave when your games are completed.
  • Create communication systems via email, phone, and text to ensure quick, accurate communication from you and the coach to the team players/parents.

4.2. b General Responsibilities

  • Act as the main communicator for the team.
  • Act as the manager for all other team volunteer positions.
  • Be proactive in communicating with the coach and other volunteer positions to ensure that players and parents are informed of all practices, games and events in a timely fashion.
  • Communicate to parents and players about late cancellations or changes to the schedule.
  • Be familiar with club policies and procedures posted on the club’s web site; specifically Travel Procedures, Drug & Alcohol Policy, Profanity Policy and Parent and Player Contracts.
  • Distribute a list of all players/parents with phone numbers/email addresses to be used in phone/e-mail tree.
  • Delegate the creation and updating of the teams Players Profiles.
  • Oversee team uniforms, fundraising, publicity and end of the season festivities.
  • Organize team meetings as needed.
  • Attend monthly NorthStar Club meetings as posted on the club calendar.

Copyright © 2011, NorthStar Soccer Inc.Intellectual Property. All rights reserved.

NorthStar and the NorthStar logo(s) and all other marks contained herein are trademarks of NorthStar Soccer Inc. Intellectual Property. No logos, text, photographs or graphics on this site may be reproduced without written permission.


 

Section 5:  Club Resources   (Last Updated 05/24/2011-- JF)

5.1 Club Legal Description

NorthStar Soccer Inc. is a self-standing Michigan Corporation with 501© (3) non-profit status granted by the IRS.  NorthStar has its own bylaws and governing policies that are in accordance with a recognized nonprofit Michigan corporation.  The corporation’s bylaws can be seen by visiting the NorthStar web site under the forms and downloads section.

              NorthStar Soccer Inc. is a director and volunteer run soccer club and our 501©(3) non-profit status affords us many advantages, such as tax exempt status, ability to apply for grants and other areas; however there are compliance regulations that a 501©(3) non-profit status has to adhere to especially when it comes to fundraising.  The specifics of fundraising are in later sections of this manual.

 5.2 Club Contact Information

Please make sure you look at our web site first for any information you may need.  Every attempt is made to keep it updated and current. 

5.2. a Mailing Address:

                                          NorthStar Soccer, Inc.

                                          512 W 14th St #212

                                      Traverse City, MI 49684

 

5.2. b Website

                                          www.northstarsoccer.org


 

 5.3 Staff Contact Information

All NorthStar Soccer Inc. Directors, Coaches, Managers and Treasurers have their contact information on the web site under the Staff Directory link.  Specific Team contacts can be found on the respective team pages under the coach’s link.

5.4 Club Finances and Administration

All of the club’s finances are handled by the following positions: Club Administrator and Club Treasurer.  The Club Administrator will help with registrations, forms; pass cards and other player/team items.  The Club Treasurer handles all the bills and payment of expenses after director approval.  Please make sure you have introduced yourself to the club staff shortly after your new team has been formed.  Contact information for the Club Administrator and Club Treasurer can be found on the Staff Directory page of our web site, www.northstarsoccer.org

5.5 NorthStar Logo

The NorthStar logo is a trademarked logo and cannot be reproduced without the express permission of the directors.  We have established relationships with specific vendors and have granted them the use of our logo.  Please be aware that one cannot just simply have it reproduced, screen printed, or embroidered on materials without this permission.

 

Copyright © 2011, NorthStar Soccer Inc.Intellectual Property. All rights reserved.

NorthStar and the NorthStar logo(s) and all other marks contained herein are trademarks of NorthStar Soccer Inc. Intellectual Property. No logos, text, photographs or graphics on this site may be reproduced without written permission.


 


Section 6:  Team and Player (Last Updated 05/24/2011-- JF)

6.1 Tryouts

Tryouts are held the last two weeks of June and are typically comprised of two sessions on different nights of the week. Tryouts are free for any player registered with Michigan State Youth Soccer Association (MSYSA), US Club Soccer (USCS) or any other United States Youth Soccer Association (USSF) affiliated organization.  If their registration is current, then they are eligible to try out for any age- appropriate NorthStar team.

              This proof of registration is required at tryouts for players not currently registered with NorthStar …verified by a copy of a current player pass card, membership card, or a copy of their current team’s certified roster.

              Tryout day is hectic for everyone, especially for business managers!  Preparation beforehand will make tryouts go smoother.  The main areas of responsibility for the team’s business manager are:

  • Staffing the tryout registration (you and/or volunteers).
  • Checking in /out of players and assigning bib numbers
  • Filling in the coaches evaluation sheets with player first name and bib #
  • Providing player and parent support for questions
  • Providing support for injured or ill players.

              Please use the Player Registration Check List and the Tryout Check List and review these lists two weeks before the date of tryouts.  These are included in the appendix but are also available online in the forms/downloads sections of the club’s website.  Using these check lists insures that parents and players return the required information and it help to keep you organized.  Please verify that all of the players contact information on the Player Information Sheet that the players bring with them to tryouts is complete and legible as well.

6.2 Team Paperwork Organization

All of the team and player information and related paperwork will be your responsibility.  It is critical that you have it organized and accessible at any and all events.  Remember that without proper paperwork, a player will not be allowed to play and considering the fact that our teams travel great distances both domestically and internationally, we do not want to find ourselves having to tell a player or worse yet the entire team, that they are not eligible because of a paperwork issue.

6.2. a Critical and Essential Team Paperwork

Below is a list of the absolute critical paperwork and best practices for making sure that all the paperwork and its organization is completed in order for a player, team or a coach to be able to coach or play.

  • Team Roster (stamped by affiliating league)
    • Make sure it’s the official stamped roster
    • Make a number of copies(some events want a copy)
    • Laminate a master, three hole punch it and keep it in your teams binder
  • Player pass cards and Risk Management Cards
    • Player pass cards need to be complete with player picture and signature.  Once this is complete:
    • Make copies of pass cards and risk cards (prior to lamination) and keep as emergency set  in Team Binder
    • Laminate all original pass cards, one-hole punch them and put them on a metal ring in alphabetical order (helps in speeding up game/tournament check ins).
    • All Cards, including Risk Management cards for you and the coach should laminated and placed on the ring. Medical Release forms (originals, notarized with a raised seal) for all players
    • Make a copy for all coaches; each coach needs to have a set.
    • Make an emergency set of copies for you
    • Place in alphabetical order in clear plastic covers in the teams Binder.
    •   Birth Certificates
    • Organize alphabetical like Medical Release forms and keep in binder behind the medical releases.
    • Guest Player Permission (from the state if needed)
    • Paperwork required for events could be game sheets, tourney rosters, special releases, etc. Each event can require special paperwork; it is your responsibility to find out what that is; checking with a Team Business Manager who has been through the process is especially beneficial

6.3 Team Communication

You have probably already noticed that most of the NorthStar club’s communication is via email.  Email definitely has its pros and cons. It’s quick and easy to give out information, ask and answer questions. It DOES not have the ability to convey tone or texture so we try to avoid using it for critical feedback or when we are trying to resolve disagreements.

              In those cases, face-to-face is the preferred method of communication.  We help players with effective feedback and actually have Guidelines for Effective Feedback on our website, click on rules, policies” and “feedback.”  We encourage everyone to review these guidelines so we can all coach each other in this critical life skill.

              If you have email that you would like to send to the entire team, please send it

to your coach first so they can make sure that all information and messages are consistent and clear. This may sound a bit controlling or demanding, but it’s really just a way to prevent confusion and misunderstanding.

              Players are responsible for communication with the coach. If a player needs to

communicate scheduling info (i.e., missing a practice, etc.), that information should come directly from the player, unless there are extenuating circumstances. We know it’s sometimes easier for a parent or business manager to handle this – but this is a critical point – players must take ownership for their communications.

6.4 Team Information Sheet and Telephone Tree.

Create and distribute a contact sheet (see appendix form for example) to parents at the first meeting for carpool & informational purposes. This should contain the player’s name, players mobile number, both parents’ names and phone numbers (home, work, cell), and email addresses.  Creating a telephone tree also works great when you have to contact players on short notice regarding changes to games or practices.

              Providing Team Contact Travel Cards (laminated business card sized listing of all the players and parents names, player jersey number, player and parent phone numbers) to each player and each parent is invaluable when you travel. See the example in the manuals appendix.

6.5 Team Plan and Budget

All NorthStar head coaches with the help of the club directors create team plans.  These team plans may vary from team to team depending on the league, number of events and length of season.  The team plan is the first place to start to get your team organized for the season.  Please see your specific team plan page on the web site, download it, and keep a copy in your team binder. 

              The team plan and budget is a coach’s best estimate of expenses for leagues and events that are to be incurred during the season. There is NO travel expenses figured in any team plan.  The expenses are strictly for registrations (league and tournaments, etc.), coaching, referees etc.  These team plans are an estimate, and they often do change in spite of the fact that every effort is made to plan correctly and then follow our plan.

              Any changes to the team plan are the responsibility and authority of the team’s head coach.  Parents sign up and register their child for a team’s tryouts based on the posted team plan.  Once they have accepted an offer to a team, we have to operate under the assumption that both the parents and players have read, understand and agree to the team plan, its travel and expenses.  We even go a couple of steps further and double check this fact by having them sign off on a player/parent contract during the registration process.  Please be very familiar with your teams plan and ask your coach to clarify any questions you may have.

6.6 Parent and Player Contract

As the team’s business manager, you need to be aware that every parent enters into an agreement, the Parent Contract. Parents and their child enter into this contract for the full seasonal soccer year - as confirmed by their accepting placement on the team via online registration through Got Soccer. It is our hope that parents realize that there are responsibilities and boundaries to their involvement with NorthStar and implications for their actions and/or non-action. It is NorthStar’s expectation that all parents who want their child to tryout and participate in NorthStar and its affiliates will not have an issue signing this agreement.

              The existence of NorthStar Soccer is possible because of the support of parents. We realize and appreciate the importance of parental involvement with NorthStar Soccer. However, over the years it has become necessary to remind parents of these boundaries which have been set to help players and parents receive the utmost from their NorthStar experience and player development. The contract can be read on the NorthStar web site in the “forms and download” section.

6.7 Player Finances

It is expected that all NS player fees/payments be made in full and on time according to timelines set forth in the team plan.  The team business manager is expected to help collect these payments when asked by the Club Treasurer or the team’s head coach should an individual player’s account become delinquent. Generally, parents should and will go directly the team manager when financial difficulties arise.

              Please make sure you are in contact with the Club Treasurer regarding any financial issues with your team. Should matters elevate to a level that will impact a player’s ability to attend or play in team events, the team’s head coach, Club Treasurer or a Club Director will handle these matters directly with the parent(s).

6.8 Player Profiles

For teams that are U-14 and above, it is strongly recommended that a player profile be created and that these are posted to the team’s web site.  This is an example of a task that could be delegated to a parent volunteer.

  This profile will be used for the following purposes:

  • Mailer for college coaches and recruiters
  • Posting on the team’s web site
  • Submission to college showcase program books
  • Creation of tri- fold handouts for showcase events

Profiles are an important way for college coaches and scouts to view information regarding the player (player and club contact information). There is a profile template on the clubs website under the forms and downloads section.

Some best practices are:

  • Create the player profiles directly after the team is formed.
  • Revise, update and add to the profiles during the winter season.
  • Make sure players have “respectable” email name; this is a direct reflection on them.
  • For safety reasons, do not post players home addresses; use the Club address on all profiles.
  • Make sure your photos are “web ready” as large images do not show up on smart phones or they take too long to download.
  • Use the NorthStar player profile template found under the “forms/downloads” section of our web site.

6.9 Team Web Site

All teams have their own web pages. This is a great tool to communicate scheduling, upload forms, and the best is to upload pictures!  The Club has copies of software called Contribute, which allows the average user to be able to edit, add and create web pages and other items within our clubs websites domain.

              We strongly suggest that you find in your parental group a semi-tech savvy volunteer and have them contact the club administrator to obtain a copy of Contribute and get started immediately.  You will find that the sooner this is done, the easier your communication to your team will be

6.10 Team Volunteers

While the coach is busy building a team with the players, it’s YOUR turn to start building your team-within-the-team…the parental team.  Some of the most enjoyable experiences have resulted by meeting and getting to know the other players parents.  It is not uncommon that these friendships last long after the players are gone.  We can say this because we are blessed with many of these relationships still to this day!

              Build this team!  We have outlined all the volunteer positions with duties and functions to help clarify these roles and their related responsibilities.  This list is available for you to use with your team of parent volunteers and is located in the appendix and on our web site under the “forms /downloads” section.

              We suggest that the assignment or volunteering of these positions take place at your first team meeting. We have also found that if the business manager seeks out and asks a parent on a one-to-one basis to accept a volunteer position on the team, the success rate in filling these positions is much greater than just broadcasting the volunteer needs to a group of parents asking them to step up and volunteer.

               One more strong suggestion:  involvement equals commitment - most parents want to be involved, but they often just do not know how to get involved, do not feel it’s their place to get involved or worse yet, what to do when they are involved. Use the Volunteer Descriptions to get them involved,  spread the workload, touch base with them often on their duties and you will find YOUR season will be that much more enjoyable as well.

 

  

6.11 Player and Team Fund Raising

6.11. a Fund Raising Defined

Any activity, event or endeavor whether by an individual or a team for the purpose of generating funds for a player,  team or specific event  using the NorthStar Soccer name, relationships or any  association(s) to the club or its related entities is considered fundraising.

              Any and all team fund raising activities must have the prior approval of the Club Administrator and any funds generated must flow in and out of NorthStar Soccer Inc accounts due to compliance with our nonprofit status.

6.11. b Player Fees vs. Fund Raising

Fees paid by parents can be returned according to the clubs refund policy, however, any and all fund raising dollars cannot be returned ( per IRS) and remain the property of NorthStar Soccer Club.  For the players returning next year, funds can be rolled into their next year (season) player accounts.

6.12 Annual Fundraising Events

6.12. a Christmas Wreaths

Starting in late September, NorthStar Soccer has a Christmas Wreath fundraising event. For every item sold/funds collected, 50% of the selling price will be credited to their account.  Wreath Order Forms are available on line in the forms/downloads section of our web site.

Team Managers are asked to do the following;

  • Distribute and communicate Wreath Order forms to players and parents
  • Collect and combine all orders on due date
  • Place these orders with the clubs Wreath
  • Collect all money and reconcile with orders
  • Arrange to pick up all ordered items on the date they are available.
  • Distribute order items to players, so they may, in turn distribute
  • Items should not be distributed unless player receives payment.
  • Collect from players any funds still remaining unpaid.
  • Send reconciling paperwork and funds to Club Treasurer.

6.12. b Annual Golf Outing

 

6.12.c Scrips Fundraising Program

 

 

Copyright © 2011, NorthStar Soccer Inc.Intellectual Property. All rights reserved.

NorthStar and the NorthStar logo(s) and all other marks contained herein are trademarks of NorthStar Soccer Inc. Intellectual Property. No logos, text, photographs or graphics on this site may be reproduced without written permission.


 

Section 7:  Registration Process (Last Updated 05/24/2011-- JF)

A player registers with a soccer club, like NorthStar, and then the club registers the players and teams to various leagues in order to play in seasonal league games.  Some of the more common leagues that NorthStar club teams play in are;

  • Michigan State Premier Soccer League (MSPSL Premier )
  • Grand Traverse Soccer League ( GTSL Recreational)
  • Northern Michigan Soccer Alliance ( NMSA Recreational)

              Club teams also apply to play in tournaments and other playing events like college showcases.  In order to apply to these leagues and tournaments, the club and its players, coaches, and team managers must be affiliated with Michigan State Youth Soccer (MSYSA) and or U.S. Club Soccer (USCS).  The process of registration makes this all happen. 

              NorthStar teams are registered and affiliated with both MSYSA and USCS, As a result of these two registrations, all NorthStar teams will have two sets of player pass cards and two official rosters, one from MSYSA and the other from USCS.  

              The reason for this dual registration is that it enables NorthStar teams to apply to more leagues, tournaments, and other events because events are normally sanctioned by these two entities.  But more importantly, MSYSA insurance coverage for players, coaches or managers covers only outdoor play while USCS insurance covers both outdoor and indoor coverage providing you are attending an affiliated event or playing in an affiliated league.


 

7.1 Registration Process

NorthStar Soccer uses the software program Got Soccer for all registration activities.  This software was mandated by Michigan State Youth Soccer (MSYSA) for all clubs and leagues for registering of players and teams. Essentially we had no choice! However, as a business manager, you need to understand the basic steps of the registration process and what you need to do regarding these steps or where you can find resources.

7.1. a Registration Initial

  • Tryouts  - no online registration needed just a couple forms (See web site link for Tryouts)
  • After tryouts, the Club will open up a registration portal (link) on the web and then inform accepted players to go online and register.
  • Players Business Managers and their parents will go to this registration link and register.
  • During this online registration, they (the player/parents) acknowledge and agree to the contract, club policies, and payment terms.

7.1. b Registration Night

A Registration Night is held the first week of July. This meeting will be announced on the web site as well as in the players Acceptance/Welcome letter that is emailed by the team’s coach.  The purpose of this Registration Night is simple…Paperwork, Pictures and Payments. More specifically the following is accomplished during this event:

  • The initial team meeting and greetings of all coaches, players and parents.
  • Pictures will be taken of all players, coaches, team managers for pass cards.
  • The Club Administrator will hand you the player Medical Release forms that will require you to get the parents to complete and sign and then have them notarized (raised notary seal is required).
  • Uniforms will be sized and the login information for online ordering provided to parents.
  • Collection of any initial payments (checks) that were not processed via online payment through Got Soccer.
  • The Club Administrator will provide you with a list of parents who did not make the initial payment online; they will need to make this initial payment/you will need to collect on Registration Night.

7.2 Critical Paperwork

Below is a list of the critical registration paperwork that you should have after the registration process has been completed.  NOTE: you will have two sets of rosters; pass cards and risk cards for the team because of the dual registration.

  • (2) Team Rosters ( MSYSA  and US Club)
  • (2) sets of player pass cards ( MSYSA  and US Club)
  • Risk Management Cards ( Coaches, Managers, Assistants)
  • Medical Releases (notarized with a raised seal) for all players
  • Birth Certificate for each player

 

7.3 Player Adds/Release

In the event your team decides or needs to add a player or drop a player from your official roster, you will need to contact the Club Administrator and review the required actions/paperwork by viewing the MSYSA website and/or the US Club website.    Typically leagues will not allow additions unless the team goes below the leagues minimum roster player number, which is usually 15 players.  Most leagues will, however, allow player releases, providing once again, that the release does not take the team roster below the minimum amount of players required.

7.4 Player Poaching

 During the seasonal soccer year, no coach, team manager or representative of the team is permitted to solicit or speak with any player who is registered with a team from any other association for the purpose of recruiting them to your team.  This is considered poaching of players which is illegal and not permitted.  The only time a coach or team official can actively recruit a player for a team is during the two weeks of tryouts.

7.5 League Game Schedules

 League game schedules are normally available in mid-August (fall season) and February (spring season) from the appropriate league website.  Post the schedule to the team’s web site, then make copies for your team and distribute as quickly as possible, along with maps to fields.  You will want to work with your volunteer travel coordinator on this task.

Ordinarily, the fall season begins the weekend after Labor Day and continues for eight to ten Saturdays. There may also be weekends where you will play both Saturday and Sunday. The spring season usually begins the 2nd or 3rd weekend in April and continues for 8 to 10 Saturdays.  (No games are scheduled on Easter weekend).

7.6 League Websites

These websites allow you to follow results and standings, get schedules, and access forms and rules.

The Michigan State Youth Soccer Association (MSYSA) web site is www.michiganyouthsoccer.org

The Michigan State Premier Soccer League (MSPSL) web site is www.mspsl.org

The Northern Michigan Soccer Alliance (NMSA) web site is www.northernmichigansoccer.com

The Grand Traverse Soccer League (GTSL) web site is www.gtsoccerleague.org

 

 

 

Copyright © 2011, NorthStar Soccer Inc.Intellectual Property. All rights reserved.

NorthStar and the NorthStar logo(s) and all other marks contained herein are trademarks of NorthStar Soccer Inc. Intellectual Property. No logos, text, photographs or graphics on this site may be reproduced without written permission.


 


 

Section 8:  Game Day Duties   (Last Updated 05/24/2011-- JF)

The week of your scheduled game, you will need to call the opposing team’s manager and confirm the following:

  • Field location
  • Game kick off time
  • Restroom facilities
  • Home jersey color

 8.1 Game Day Duties

8.1. a Pay Referees

Different leagues have different referee rates and these can be found at the league web sites.  At the beginning of the season, the Club Treasurer will give you the entire seasons referee fees in the form of a club check.  It is your responsibility to cash this check and put the appropriate fees into envelopes for each game and each referee. Some helpful hints:

  • There are three referees--a center and two sidelines, as such there needs to be three envelopes with cash for each… no checks.
  • Referees are paid even if the game is not played.
  • Referees are always paid at the start of the game.

8.1 b Game Rosters/Reports

Different leagues have different game rosters and reporting requirements.  Please check


 

the league web site for what is required of you. Michigan State Premier League mails out a three-part game roster/report to the coaches well before the start of the season; if you are in this league, you need to get those forms from the coach or Club Administrator.

      • Complete the game roster/report completely.
      • Give the game roster to the head referee with payment
        •               Use a gallon size zip lock bag and put the game roster and referee payments in…they appreciate it!
      • Pass 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.
      • The notarized copies of the Medical Release forms need to be with you and the coaches at all times.

8.1. c After the Game

After the game, the referee and either coaches or team managers must sign the game report/roster.  Before you or your coach signs it, verifies that:

  • The score is correct.
  • The type of infraction is clarified in the case of a red or yellow card.  This is very important as it will impact that player’s future playing eligibility.
  • The report is the FINAL official document of the game, no appeals are allowed after this document is agreed to and signed at the field.
  • If there is an issue, refuse to sign the form and have the referee notate as such.
  • Most leagues are now automating their score reporting process, confirm your leagues process.  Not following the reporting process can result in team fines. 

              After all have signed, the referee will give the appropriate copies to each team.  Keep these copies until after the season is complete AND the final league standings for the season is computed and posted on the leagues web site.  There have been occasions where we have had to correct the official scoring due to the sheets being misread.

 

8.2 First Aid

 Coaches are required to have a basic medical kit on hand. Coaches are NOT allowed to administer any oral medications, pills, etc.  It is the player’s responsibility to have items such as Motrin, aspirin, etc. in their own bag. Players are not allowed to share any medications with any other players.  If the players are highly allergic to bee’s stings, the player need to have an epi-pen in their bag and the coach and Team Manager should be aware of this.

 8.3 Inclement Weather and Make-Ups.

All teams need to show up for the match in spite of any looming or current weather conditions. Only the referee at the field has the ability and authority to cancel any match due to weather or forfeiture.

              Teams must report to the field and be ready to play. No forfeitures are allowed in the premier league and doing so results in expensive fines and disciplinary sanctions levied on the Club and the team’s coach…sometimes for years. 

              In the unfortunate circumstance you do not have enough players for a specific game; you can contact the lower-aged team’s coach and ask for guest players, up to the maximum of four. In any event, you must report to the field and play with whatever number of players you have, providing you have a minimum of seven. If you do not have seven players, then you must report to the field with the players you have and allow the referee to call the forfeiture at the field for the match.

 

 

Copyright © 2011, NorthStar Soccer Inc.Intellectual Property. All rights reserved.

NorthStar and the NorthStar logo(s) and all other marks contained herein are trademarks of NorthStar Soccer Inc. Intellectual Property. No logos, text, photographs or graphics on this site may be reproduced without written permission.


 


Section 9:  Tournaments and Travel (Last Updated 05/24/2011-- JF)

9.1 Tournament Planning and Applications.

The coach decides which tournaments to attend during the year. You will need to keep track of the application deadlines and make sure that the paperwork/registration fee is completed and mailed by or before the application deadline.  All applications are date sensitive and many events have very EARLY deadlines. Start NOW!

9.1. a Tournament Fees

To play in tournaments, the required entrance fee must be submitted with the application. Tournament entrance fees are typically due 2-3 months before tournaments (highly competitive tournaments may require application and fee nine (9) months prior to tournament).  Please coordinate with the Club Treasurer.

9.2 Permission to Travel to Tournaments Outside of Michigan. 

If you play in a tournament outside of Michigan, it is not required to have a permission to travel form as long as you use your US Soccer Club roster to apply and register for the tournament. For MSYSA tournaments you will need to fill a permission to travel request. This can be found on their web site. at www.michiganyouthsoccer.org

 9.3 Travel outside of the United States (International Travel). 

If you are traveling outside the United States, you will need to obtain Permission to Travel sanctioned by US Club Soccer.  This is acquired by contacting the NorthStar US Club Registrar and providing the following information and by allowing 3-5 weeks for processing.  You will need to provide the following;

  • Dates of the event
  • Event Name and Location
  • Your Team Name and age group
  • Proof of the team’s acceptance from the tournament; this may be in the form on an email.
  • Complete team roster or listing of those players attending
  • Any appropriate guest player permission forms

NOTE: Start the applications for pass ports from the very first team meeting!

9.3 Travel and 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 fill quickly. Some tournaments use booking services so you never deal directly with the hotels. Others allow you to book rooms on your own with each hotel having a preferred method of handling the team reservations.

 9.3. a Distribute Schedule, Maps, Driving Directions to Team

The tournament planners or travel coordinator will provide schedules, maps, and driving directions a few weeks before the tournament. Some tournaments will send you this information; other tournaments expect you to get it from the tournament website. Make copies of this information for everyone on your team and distribute at practice or send via email at least a week before the tournament.

              In the best interest of the player and the Club, Club policy stipulates that NO player is authorized to drive to out-of-town tournaments, even if they are of legal age and even if their parents give them permission All players need to travel with an adult at all times for all out of town events.

 9.4 Guest Players.

Guest players are allowed to play at the discretion of the team’s coach. Most tournaments do allow a team to have guest players on their tournament rosters. The two most important things about guest players:

  • Player’s birth date must fit within the age bracket of the team or tournament.
  • They must be registered with US Soccer Club or MSYSA
  • If MSYSA they will need Guest Player Pass card

              Please review proper procedures with the Club Administrator or the team’s coach in the advent a guest player is attending.

9.5 NorthStar Policy and Expectations on Team Travel 

Please see the Club Policy section on our web site for a complete listing of the behavioral, etiquette and safety expectations for players and parents. There can be a lot of confusion created if the trips expectations are not clear and by emphasizing that this is a soccer trip and not a family vacation.  NorthStar has had teams traveling all over the United States and internationally for many years and require adherence to all of these policies.

              The measure of our travel success is based on the feedback of every service provider we meet. We want them to say; “They were the best group of young adults I have ever seen”, it is this result that we seek in all our travels and interactions.

 

 

Copyright © 2011, NorthStar Soccer Inc.Intellectual Property. All rights reserved.

NorthStar and the NorthStar logo(s) and all other marks contained herein are trademarks of NorthStar Soccer Inc. Intellectual Property. No logos, text, photographs or graphics on this site may be reproduced without written permission.


 


Section 10: Club Events (Last Updated 05/24/2011..JF)

10.1 All NorthStar Family Picnic

All-NorthStar Family Picnic takes place in mid-August and is a big potluck party where all the teams and all the parents come together and break bread and socialize.  We have a very short program after we eat (food is ALWAYS first!) where the “State of NorthStar” is presented.

              The parents then meet face-to-face with their coaches in team meetings to talk about the upcoming fall season and take care of any organizational details that arise.  While the parents and coaches do this, the NorthStar Buddies meeting takes place and then the oldest NorthStar team runs a fun soccer event of their choosing and design – with all the teams.

              Teams are assigned dishes to pass, paper products and various other tasks for their help and involvement for this picnic. The club’s website is updated with the specific list of items and team tasks three weeks before the event.

 10.2 NorthStar Winter Banquet 

The NorthStar Winter Banquet is held the first Sunday evening in March and, once again, brings all the teams, parents and coaches together.  We start with a potluck dinner breaking bread together and then have an organized program that begins with a short “State of NorthStar” talk.

Teams are assigned food and organizational duties by the club administrator. The team’s videos shows of the season are the highlight of the night’s activities. It takes considerable time to put these together and making sure that the team’s photographer is taking pictures all season long, of all players please see the Video Specifications and Details in the appendix for the exact specifications for the end of season video.

 10.3 NorthStar Alumni Event

This event is organized by the senior team’s coaches and club directors.  Over the holidays we try to get as many alumni together for food and various activities, since most of them come home for the holidays.  It’s a great way to stay in touch with past teammates and the extended NorthStar family.

Typical business manager duties are to help with food preparations, invitations and helping with the evenings events.

 

 

Copyright © 2011, NorthStar Soccer Inc.Intellectual Property. All rights reserved. NorthStar and the NorthStar logo(s) and all other marks contained herein are trademarks of NorthStar Soccer Inc. Intellectual Property. No logos, photographs or graphics on this site may be reproduced without written permission.