team manager manual

Team Manager Manual

ZYSA Team Manager Responsibilities ........................................................................................................... 4

Welcome .............................................................................................................................................................. 4

Responsibilities Overview ............................................................................................................................ 4

Timeline ............................................................................................................................................................... 4

Immediately After Tryouts ...................................................................................................................... 4

July ..................................................................................................................................................................... 6

August .............................................................................................................................................................. 6

Throughout Season ..................................................................................................................................... 7

November ....................................................................................................................................................... 7

January – March ........................................................................................................................................... 7

Throughout Season ..................................................................................................................................... 8

Manager Account and Background Checks ................................................................................................. 9

To Create New Manager Account ............................................................................................................... 9

To Submit Background Check...................................................................................................................... 9

Manager Card Photo ..................................................................................................................................... 11

Concussion Training ......................................................................................................................................... 11

Sexual Abuse Awareness Training .............................................................................................................. 13

League & Tournament Registration ............................................................................................................ 16

Leagues .............................................................................................................................................................. 16

League Registration Process ..................................................................................................................... 16

Tournament Registration Process .......................................................................................................... 16

Additional Tournaments ............................................................................................................................ 16

Team Check-In .......................................................................................................................................... 17

To Request Permission to Travel – GotSoccer Events ................................................................ 17

To Request Permission to Travel – Non GotSoccer Events ...................................................... 19

Tournament Guest Players ................................................................................................................... 20

Fees & Finance Management ......................................................................................................................... 20

Club Fees ........................................................................................................................................................... 20

Uniform Orders ................................................................................................................................................... 21

League & Club Meetings .................................................................................................................................. 22

League Meetings ............................................................................................................................................ 22

Referee Fees .................................................................................................................................................... 22

Club Meetings .................................................................................................................................................. 22

Support Tickets .............................................................................................................................................. 22

Team/Player Documentation and Binder ................................................................................................ 25

Team/Player Documentation ................................................................................................................... 25

Team Binder .................................................................................................................................................... 25

Team Roster and Player Passes .................................................................................................................... 26

Team Roster .................................................................................................................................................... 26

Player Passes ................................................................................................................................................... 26

To Access Team Roster and Player Passes in GotSoccer ................................................................ 26

Game Rescheduling Procedure ..................................................................................................................... 28

Club Pass Player Movement ........................................................................................................................... 30

ISL Club Pass Procedures ........................................................................................................................... 30

Midwest and Great Lakes Conference Club Pass Procedures ...................................................... 31

League Games ...................................................................................................................................................... 32

Communication .............................................................................................................................................. 32

TeamApp ...................................................................................................................................................... 32

Before the Game – CNC ........................................................................................................................... 39

Before the Game – ISL ............................................................................................................................. 39

To Use Virtual Cards ................................................................................................................................ 40

After the Game – ISL/Midwest and Great Lakes Conference ................................................... 41

Information for Team Parents ...................................................................................................................... 42

Social Events .................................................................................................................................................... 42

Club Communication .................................................................................................................................... 42

Issues or Complaints .................................................................................................................................... 42

Indoor Soccer ....................................................................................................................................................... 43

ZYSA Indoor Winter Schedule .................................................................................................................. 43

Team Volunteers ................................................................................................................................................ 44

Field Day ........................................................................................................................................................... 44

Lining Fields .................................................................................................................................................... 44

Socctoberfest Tournament ........................................................................................................................ 44

Extra Team Activities ........................................................................................................................................ 45

ZYSA Contacts ...................................................................................................................................................... 46

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ZYSA Team Manager Responsibilities

Welcome Zionsville Youth Soccer Association thanks you for volunteering to be your team manager. To function smoothly, the team needs a dedicated manager – you’re very important to the club, your coach, team parents and players. Responsibilities Overview The team manager ensures that the team is in compliance with ZYSA policies along with league and state-level regulations for playing. Manager duties may vary based on the level of administrative involvement from the team’s coach. Managers are expected to forward applicable information (usually via TeamApp) from ZYSA to parents and vice versa. Some aspects of team management will be age specific and/or level of competition specific. It is important that this person have good communication skills to keep all team parents informed. Responsibilities may include: maintaining all team documents, attending league meetings, attending ZYSA meetings, creating team brochure (for high-school teams), communicating regularly with the team coach and team parents, arranging team dinners, and checking the team in for tournaments and league games. The remainder of this manual provides details on these responsibilities along with tips on keeping everything organized. Timeline While each competition league has a timeline that may vary one from another, below is a rough outline of the timing for manager responsibilities. This provides a general order in which the basic tasks that directly affect the team should be accomplished. This timeline essentially begins once try-outs are completed and the team roster has been finalized/posted. (Details on each task follow in this manual).

Immediately After Tryouts Coach Meeting/Discussion:

• Confirm league play division provided by DOC and coach • Confirm list tournaments provided by DOC and coach • Discuss with the coach if any friendly games that are to be played • Discuss with the coach the rules communication plan with parents (Who, How,

When)

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GotSoccer Access: • Obtain GotSoccer User Name and Password for team account from Club

Administrator • Obtain the unofficial team roster from team account (shortly after tryouts). This

roster should include all parent contact names, numbers and email addresses

Age Group Communication: • Obtain the list of other team managers within the age group (i.e., Green, White,

Black, Silver)

Team Meeting with all players, parents, and coach(es): • Prior to the Parent Meeting, send introduction email to all parents introducing

the coach and manager and requesting completion of the following items:

o Medical Release Form (Forms found at http://www.zysa.org/policiesandforms )

o If photos were not taken at tryouts, request passport style photo of each player and coach to insert into the player's and coach's Got Soccer profile. Contact the Club Administrator for questions and assistance.

• Present tournaments selected by coach and DOC. • Discuss expectations of parents/players, expectation of coach, playing time,

coaching philosophy, level of league play, practice days and times, etc. • Consider having volunteers to manage tent, bench, end-of-season gathering, and

team dinners Register with Got Soccer to be the Team Manager and complete the background check

• Create your manager's account • Complete the background check • Insert photo (passport style, head and top of shoulders only) • Complete Concussion Training • Complete Sexual Abuse Awareness

• Create/Update mechanism for team communication (TeamApp). All information needed to establish team communication can be found in team GotSoccer account.

http://www.zysa.org/policiesandforms

http://www.zysa.org/policiesandforms

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July

Review information needed for tournaments (If the coach coaches two teams, make sure the schedule will allow for him or her to be there)

• Secure a Permit to Travel for any out-of-state tournaments • Review all tournament rules • Review and prepare for tournament check in

Receive medical release forms Get a team bench (optional, but highly encouraged) If tournaments are out-of-area, follow tournament guidelines regarding securing a

block of hotel rooms for team, work with the Club Administrator to reserve the block, and communicate reservation information to team parents.

Find a restaurant and make reservations for a team dinner

Create a new binder or expand the existing team binder. • Insert the signed Medical Release Form for each player. • Insert League rules to reference during League games. • Insert the team's official League roster. • Insert the team's official Roster. • Insert the team's Tournament Confirmation sheet for each tournament. • Insert the Tournament Rules for each tournament. • Insert the team's official Team Roster for each tournament. • Through Got Soccer, obtain Permission to Travel Form for each tournament (if

out of state). • Insert any important information to / from the Tournament Directors for each

tournament.

August Receive laminated player cards and roster from Club Administrator Attend league meetings and work with other division managers to finalize the league

play schedule for the season. Review league websites for specific details. Communicate to Club Administrator how much money will be needed for referee fees.

The club will pay for this (check specific league website for referee pricing per age group).

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Communicate team schedule • Games: Include location information for all games • Practice times/days • Any updates to previously released schedules

Field Set Up - Encourage parents to participate in field set up. Email to volunteer will be sent out by ZYSA requesting volunteers for all aspects of field set up.

Throughout Season

Monitor league websites for submission deadlines Keep a steady line of communication with parents and coach (emails mostly, phone

calls, team meetings, etc.) Report game scores as appropriate Check team in for league games

• Provide appropriate paperwork as outlined by league • Pay referees

Monitor League Standings: Information can be obtained from league website

November Repeat Coach Meeting/Discussion:

• Confirm league play division provided by DOC and coach • Confirm list tournaments provided by DOC and coach • Discuss with the coach if any friendly games that are to be played

Review information needed for tournaments (If the coach coaches two teams, make sure the schedule will allow for him or her to be there)

• Secure a Permit to Travel for any out-of-state tournaments • Review all tournament rules • Review and prepare for tournament check in

If tournaments are out-of-area, follow tournament guidelines regarding securing a block of hotel rooms for team, work with the Club Administrator to reserve the block, and communicate reservation information to team parents.

January – March Attend league meetings and work with other division managers to finalize the league

play schedule for the season. Review league websites for specific details.

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Communicate to Club Administrator how much money will be needed for referee fees. The club will pay for this (check specific league website for referee pricing per age group).

Communicate team schedule • Games: Include location information for all games • Practice times/days • Any updates to previously released schedules

Field Set Up - Encourage parents to participate in field set up. Email to volunteer will be sent out by ZYSA requesting volunteers for all aspects of field set up.

Throughout Season Monitor league websites for submission deadlines Keep a steady line of communication with parents and coach (emails mostly, phone

calls, team meetings, etc.) Report game scores as appropriate Check team in for league games

• Provide appropriate paperwork as outlined by league • Pay referees

Monitor League Standings: Information can be obtained from league website

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Manager Account and Background Checks Each manager, assistant coach and coach must have a background check performed every two calendar years. It is very important to input all information correctly – the name submitted must match the name on the driver’s license and the SSN# must be accurate. If a background check is returned with information that does not match, the club must request another check before a manager or team coach is approved. Background checks are absolutely required, and managers and coaches cannot be placed on a team roster until completed.

To Create New Manager Account 1. Click on https://www.gotsport.com/asp/application/reg/?ProgramID=80579&Type=MANAGER 2. Under Individual Users - New Account, enter pertinent information and click Create

Account

3. Enter additional information to complete registration Note: There is no fee to user for creating account.

To Submit Background Check 1. Go to www.gotsoccer.com 2. Click on User Login (top right corner)

https://www.gotsport.com/asp/application/reg/?ProgramID=80579&Type=MANAGER

http://www.gotsoccer.com/


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3. Click on Teams and Team Officials

4. Under Individual Manager, enter login credentials and click Login

5. Click on Background Checks tab

6. Click on Submit New Report

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7. Enter pertinent information and click Submit

Manager Card Photo Each manager will need to have an ID card through Indiana Soccer including a headshot photo. Please send a passport style photo to the Club Administrator to be uploaded. Concussion Training Concussion safety is a great concern for the club, and some tournaments require both coaches and managers to be trained in concussion awareness protocols. Therefore, all managers must complete the CDC Heads Up Concussion Training Course. To Submit CDC Heads Up Concussion Training Course

1. Go to www.gotsoccer.com 2. Click on User Login (top right corner)



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5. On the home page, click “Learning Center Courses” next to CDC Heads-Up Course

6. In the CDC box, click “Start Course”

7. Complete steps 1-5 by watching the videos and taking the corresponding quizzes

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8. When the course has been completed, you will see this page. On the home page, your status will now show as completed.

Sexual Abuse Awareness Training The Safe Sport Authorization Act of 2017 was signed into law in February of 2018. In support of this, ZYSA has committed that all staff, coaches, board of directors, and managers will be certified in the Safe Sport program. To Submit SafeSport Sexual Abuse Awareness Training

1. Go to www.gotsoccer.com

2. Click on User Login (top right corner)



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5. On the home page, click “Start Course” under SafeSport Certification (note: Copy the

Access Code under the ‘Start Course’ button. You will need it later)

6. Set up an individual account. Insert all of the pertinent information.

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7. Set up a profile. Insert all of the pertinent information. Click ‘Save’ in the bottom right hand corner when complete (note: Select Volunteer as the Primary Position, U.S. Soccer as the organization, and use the access code provided earlier)

8. Confirm your account set up by clicking the link sent to your email and log-in

9. Begin the training by clicking the SafeSport Trained icon

10. Watch all of the videos and complete the corresponding activities and quizzes. Once you are finished, you will see this screen.

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League & Tournament Registration Leagues There are various leagues available in Central Indiana in which the team may participate. The Director of Coaching and team coach will determine the appropriate league and level of league play for the team. Based on the league, the manager responsibilities will vary. Most teams will select one of the following leagues:

• CNC – Central North Conference: This includes teams from the Greater Indianapolis Area. The team could be playing 1-2 games in a weekend.

• ISL – Indiana Soccer League: This includes teams from around the state of Indiana. It involves more extensive in-state travel. The team could be playing 2-3 games in a weekend. It allows teams to play in more tournaments.

• Midwest and Great Lakes Conference (formerly MRL) – Midwest and Great

Lakes Conference of US Youth Region Two (boys and girls, U14-U18). This is a select group of teams in the Midwest.

League Registration Process The DOC will notify the Club Administrator as to which league/level to register before the application deadline. The Club Administrator will register the team for the league and submit the appropriate fees to Indiana Soccer.

Tournament Registration Process The DOC and coach will provide a list of the tournaments for the team. The Club Administrator will register the team for each tournament. The manager may want to share the tournaments and dates with parents to prevent scheduling conflicts which might impact the team due to lack of players. Additional Tournaments ZYSA includes four tournaments in the Club fees. If a team chooses to do an additional tournament(s), the player families will be responsible for the associated costs. The Club Administrator can register the team for the tournament(s) and pay the initial fee. The manager can then collect the entry fee from the families and submit it to the Club Administrator. The manager will be responsible for handling coach’s travel plans and expenses.

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Team Check-In The Team Manager will check the team in for each tournament. Each tournament website will have all pertinent information needed including which forms are required, tournament fees, team check-in information, etc. Contact the tournament director with any questions regarding the requirements. If the team is participating in a tournament that is out of the Indianapolis area that requires hotel accommodations, check the tournament website for information regarding securing a block of rooms. The Team Manager will reserve a block of rooms for the team. Send the registration link to the Club Administrator. The Club Administrator will reserve a room for the coach using the club credit card. Communicate with parents regarding the hotel selected, rates, reservation deadlines, etc. Information regarding the tournament game schedule, directions, etc. will be available later. If the team is participating in an out-of-state tournament, the manager must obtain a “Permit to Travel” form from IYS (Indiana Youth Soccer). Please note that this should be requested on-line at least two weeks prior to the tournament date or the team may be required to pay a $50 fee (normally it is a free service).

To Request Permission to Travel – GotSoccer Events 1. Go to www.gotsoccer.com 2. Click on User Login (in top right corner)



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4. Login into team account using team login credentials

5. Click Request in the eTravel column for the appropriate tournament listed on the Event Registration History Page

6. Click Request next to the appropriate available eTravel Forms

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To Request Permission to Travel – Non GotSoccer Events 1. Go to www.gotsoccer.com 2. Click on User Login (in top right corner)



5. Click Events



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6. Search for the Event Name

7. Click Request next to the appropriate available eTravel Forms Tournament Guest Players Each tournament will have instructions for handling guest players. This information will be included in the registration documentation on the tournament website. The process may be as simple as writing the entire list of players on a tournament roster form, writing the guest players’ names on the state permission to travel, or writing the guest players’ names on the bottom of the state roster. However, the process may vary from one tournament to the next.

Fees & Finance Management Club Fees Club fees cover ZYSA administrative overhead, staff, insurance, land and facilities, referee fees, coaching fees, physical facility maintenance, league registration fees, tournament registration fees, and coach’s travel expenses. The team manager is NOT required to keep a record of these payments or collect these fees from team parents. The club fee is to be paid from the player directly to the club.

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Uniform Orders ZYSA team uniforms are used for a two-year period of time and are ordered initially for the fall season of odd years (2013, 2015, 2017, etc.). Each player is required to order the basic uniform kit. This kit will be defined on the ZYSA website as the information is made available by the vendor. Individual families are responsible for ordering uniforms. The Club Administrator will work with each family to assign uniform numbers. There is no action required by the manager for this process.

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League & Club Meetings

League Meetings At the beginning of each season, some leagues may have a managers/coaches meeting. This is a mandatory meeting. Someone from the team must attend. At the meetings, league officials will cover any rule or procedure changes. At the ISL team meetings, game schedules, contact information, game report information, referee report information, and other applicable information will be distributed. The CNC and Midwest and Great Lakes Conference will send this information by e-mail. Please see the appropriate league website to obtain the meeting location, date and time. Each league website will provide a summary of the administration responsibilities to the league.

• ISL: http://www.soccerindiana.org/leagues/indiana_soccer_league_isl/ Note: For teams playing in the Central North Conference (CNC), the coaches/DOCs will handle all game scheduling. There is no manager action required for this.

Referee Fees After the league schedule is set, the manager must request referee fees for the season. To request, send an email to the Club Administrator including team name, (number of games x the total ref fees per game) / 2 e.g.) ZYSA 00 Boys Green (8 games x 140) / 2 = $560 Note: A chart can be found on the ISL website that defines the ref fees for each age group/division. Club Meetings At least once at the beginning of each season, ZYSA will hold a managers’ meeting and each team is expected to have a representative in attendance. At this meeting the DOC/Club Administrator will review procedural changes, administration issues, etc. The team manager is expected to communicate this information to team parents. Support Tickets Support tickets are used in the case of game reschedules.

1. Go to www.gotsoccer.com


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2. Click on User Login (top right corner)


4. Under Team Account, enter login credentials and click Login

5. Under Event Registration History, click on the league for the current season

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6. Click the Support & Feedback Tab at the top of the screen

7. Click ‘Open a Support Ticket’

8. On the drop-down menu, select the reason for the support ticket

9. Once the ticket is filled out, click ‘Submit’ (note: Only one support ticket may be open at a time. For example, if a team needs to reschedule two games, complete a support ticket for the first game. Once that has been cleared by the league, a second support ticket can be submitted. There will NOT be an email when a support ticket has been cleared. The only way to see if a support ticket has been closed is to log back into the team account to verify.)

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Team/Player Documentation and Binder

Team/Player Documentation Effective the 2019-2020 soccer year, managers will no longer be required to carry copies of player birth certificates. Before the year begins, the following items will need to be collected for each player:

1. Medical Release Form. This form should be completed for each player. (Does NOT have to be notarized.)

Please keep the medical release forms for the team’s files.

Team Binder The manager will need to create a three-ring binder that becomes the official source of all team and player documentation. This is also an excellent place to keep all tournament information, travel information, etc. It is suggested that a “weather resistant” zippered binder be purchased and taken to all league games and tournaments. Use a plastic sheet protector for each player showing the medical release form. The manager will want to include the official team roster (with copies) in a sheet protector. Likewise, it is recommended to include confirmations of league and tournament registrations, league game schedule, league official contact information, tournament schedules and information, ZYSA official contact information, team contact information, and laminated player passes. This binder becomes the “brain” of the team and should include all team and player related documentation. This information is used should there be a question regarding a player eligibility, etc. It is also used for tournament check-in.

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Team Roster and Player Passes

Team Roster The soccer year roles over on August 1. At that point, the Club Administrator will process the roster through Indiana Soccer to create the official state roster and player passes. The Club Administrator will print the roster and player cards and will send notice that the team’s roster and player passes are ready for pick-up. The official state-stamped copy will remain in the team binder. It is suggested to make several copies of the roster and keep them in the team binder as all tournaments will require a copy.

Player Passes When the player passes are received, please verify the following: The passes must be laminated before used for a game. It is recommended to keep these in the team binder so all team documentation is located in the same place. By placing all of the player passes on a key ring or carabineer, the entire set of player passes to a referee and then returned to the binder. Add something to the player pass ring with contact information in case the ring of player passes gets misplaced.

To Access Team Roster and Player Passes in GotSoccer 1. Go to www.gotsoccer.com 2. Click on User Login (in top right corner)



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5. In the Event Registration History, click Indiana Player Registration 2019-2020

6. Click on the Documents tab

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7. The Official Roster will be found here

Game Rescheduling Procedure Once the league game schedule has been defined, review it to see if there are any conflicts. If there are, contact the opposing team manager for the game to reschedule. Each league will set a policy for the number of reschedules allowed per season so please check the league’s website for details. These reschedule limits are for games that require a date change. A game that can be played on the scheduled date but at a different time is not subjected to this league limit. However, a game time change must still be submitted to the ZYSA Referee Assignor and approved prior to contacting the league commissioner with the new time (league forms are not used for time changes, only date changes). For home games being rescheduled, please follow these steps:

1. If the time that the game is being rescheduled to is flexible, contact the manager of the opposing team and agree to several dates/times to which the game may be rescheduled. If the time that the game is being rescheduled to is very specific, please email the ZYSA Referee Assignor ([email protected]) to see if the desired time is available prior to calling the manager of the opposing team to confirm.

2. After determining tentative dates/times with the opposing manager, confirm with the team coach that he/she is available as well.

3. E-mail the ZYSA Referee Assignor with the dates/time that will work for both teams. The Referee Assignor will fit the game into the master schedule as close to the desired dates/times as possible. If there is a problem with the dates/times request, the Referee Assignor will provide other dates/times that must be considered. Every effort will be made to get as close to the requested dates/times as possible. Contact the opposing manager with options and finalize the date/time for reschedule.

4. Contact the Referee Assignor with confirmation that both teams have agreed to a reschedule date/time (one that was approved by the Referee Assignor). The Referee Assignor will place the game on the master schedule and e-mail confirmation. The reschedule is NOT considered final until this confirmation is received.

5. If a change to this approved reschedule is needed, contact the Referee Assignor immediately.

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6. The team manager of the team requesting the reschedule must then complete the appropriate league form (see league websites – most often this can be done via e-mail) and submit to the age group commissioner of their league notifying them of the change and that all parties have agreed to the change. The league commissioner will then confirm that the reschedule has been approved and entered into the system.

7. It is recommended that either hard copies are saved and filed or an e-mail folder is created to save all documentation regarding game reschedules.

Note: This process must also be followed in the case of weather cancellations. There

is no fee for rescheduling due to weather.

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Club Pass Player Movement

What is Club Pass? ZYSA uses the state-approved Club Pass process for player movement between teams. The club pass concept is when a club uses a player from within their own club to play for another team for a league game. Players are put on a team roster, but the club is allowed to use other players from within their club for a league game (i.e. team is short players due to illness, game conflicts, etc.). A club pass player may not play down in age group per US Youth Soccer. A player may, however, drop to a lower level within an age group if the purpose is either of the two reasons below:

• Rehabilitation of a player coming back from an injury. • The player is not getting significant playing time with the “first” team.

Having a player drop from a “first” team to a “second” team for the purposes of winning will not be allowed. A player using the club pass may only play two league games in a day. Indiana Youth Soccer allows players to play up no more than two age groups in 9U-19U.

ISL Club Pass Procedures The following procedures apply to player selection for club pass through ISL:

1. Head coaches of each age group will identify players to be potentially moved as club pass players.

2. Manager will identify game conflicts within their team for which club pass players will be needed. Please identify the age groups and teams involved.

3. Players will be moved based on the needs of the team requesting club pass players. 4. The DOC will approve the club pass movement. 5. Managers will communicate the movements to the parents. 6. For teams playing in ISL, manager will request club pass from the Club

Administrator. The Club Administrator will complete the club pass process within GotSoccer. The club-passed player will be listed on the game card. Once the club-passed player is listed on the game card, the player’s “virtual player pass” will also be available to be viewed.

7. Transactions should be made 7-14 days in advance to avoid conflicts. In case of last minute emergencies, the team coach, manager and Club Administrator should expedite the paperwork process to ensure that the team has sufficient players.

8. If virtual cards are not being used for league play, the team manager must secure a photocopy of the club player’s player pass from the player’s team manager. This

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should be taken to the game as additional documentation. (Note: Virtual cards may be used for ISL games. However, virtual cards are not allowed for Midwest and Great Lakes Conference games.)

Midwest and Great Lakes Conference Club Pass Procedures Please visit the Midwest and Great Lakes Conference website for current club pass procedures. Note: It is recommended that consideration be given at the beginning of the season to determine players that could potentially be used for club-passing purposes. This would allow the Club Pass Roster Form to be submitted to Indiana Soccer once to cover the entire season, thus avoiding any last minute stress.

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League Games

Communication It’s recommended that the manager e-mail the team parents each week regarding that week’s game times, field numbers, uniform color (white for home games, black for away), any special instructions, and directions for away games. Note: If the team is using a tool such as TeamApp in which detailed event information is maintained, the weekly communication may be higher-level with instructions to visit TeamApp for the details. As the team manager of a home game, the manager should send an e-mail early in the week to the visiting team manager confirming the game date, time, field number and directions. TeamApp With TeamApp, the schedule, roster, directions to every venue, text alerts, easy access to team communications, etc. will be available. Please look for an invitation to join in the next 24 hours. Once the invitation has been accepted, please review the contact information for the player. All information from GotSoccer has been uploaded to TeamApp. However, it’s very important to make sure that it is correct. There may be as many email addresses, phone numbers and family members added who would like to receive communications. This is critical to communicate field closures, weather delays, and any last-minute changes. Lastly, please download the TeamApp app to a smart phone. To get directions, click on the venue of the event, and the GPS directions will launch automatically. TeamApp Registration

1. Each manager will receive an email invitation from TeamApp. Within the email, there will be a link. Click the link.

2. Enter a preferred email address.

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3. A second email will be sent containing a temporary password unique to each user.

4. Enter the temporary password into the security code box.

5. Provide the information that is requested.

6. Accept the terms of service, privacy policy, and the fair processing notice.

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Teams/Access Groups 1. Once registered and logged in, click on ‘My Teams’.

2. Click on the ZYSA logo.

3. Click on the profile icon.

4. Click ‘Access Groups’.

5. All Access Groups for a given person will be displayed; however, a manager will

have additional functionality to the team in which they manage.

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Messages 1. To contact a coach and team members, use the ‘Chat’ function.

2. To create a group chat room among the available teams, click the ‘+ New Room’

function.

3. To contact a specific team member or coach directly, click the ‘Message’ function.

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News News will be used by Coaches and Directors to communicate throughout the season. Notifications will be received every time something new is posted.

1. To create a new piece of news, click the ‘News’ tab and then ‘+New’.

2. Enter all of the necessary information for the new piece of news. (Note: select the access groups in which the news pertains.)

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3. Once all of the information is added, click ‘Save’.

Schedules

1. To add an event to the schedule, click on the ‘Schedule’ tab.

2. Click on the ‘+New’ tab.

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3. Enter all of the necessary information for the event. (Note: select the access groups in which the event pertains to.)

4. Once all need information is added, click ‘Save’.

Gallery Pictures of the team can be uploaded throughout the season to the ‘Gallery’ tab.

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TeamApp Support TeamApp Support can be reached via the mail icon.

Before the Game – CNC For each league game, the manager must do the following:

1. For Junior Teams (11U – 14U): Print copies of the team roster. On each copy, cross out players that will not be attending the game.

2. Write in the names of guest players at the bottom of the roster. 3. Always bring the team binder with birth certificates, medical release forms, player

passes and league rosters to all games. The coach or manager should always carry a first aid kit with them.

4. If the age group is has referees (10U+), each team will equally split the referee costs at each game.

5. If ZYSA is the host team, make sure that the field flags are at each corner of the field, the field is lined, and the goals are secured.

Note: In the CNC, the team coaches/DOCs will handle reporting of scores. There is no action required by the manager.

Before the Game – ISL For each league game, the manager must do the following:

1. Print two copies of the game card from the league website system (this will vary so check your league website for specific instructions). On each copy, cross out players that will not be attending the game. Only players printed on the game card will be permitted to play.

2. Always bring the team binder, medical release forms, player passes and league rosters to all games. The coach or manager should always carry a first aid kit with them.

3. At the field and prior to the game, both managers exchange game cards. 4. Both managers give the center referee a copy of their game card and verify referee

names.

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5. If the team is playing in ISL or Midwest and Great Lakes Conference, each team will equally split the referee costs at each game.

6. If ZYSA is the host team, make sure that the field flags are at each corner of the field, the field is lined, and the goals are secured.

To Use Virtual Cards 1. Go to www.gotsoccer.com 2. Click on User Login (in top right corner)





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5. In the Event Registration History Area, find the row for the ISL season

6. Click the link in the corresponding Roster column (note: Players will be displayed at the top of the page. Club passed players will be displayed at the bottom)

After the Game – ISL/Midwest and Great Lakes Conference After each league game, the manager must ensure the following are completed:

1. The referee will keep their copy of the game card to file their official report. 2. Confirm the final score on the manager’s copy of the game card for entry into the

league’s online system (see league website for specific instructions) and/or phone call confirmation system.

3. Save the copy of the game cards for reference in case of issues later.

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Information for Team Parents

Social Events One of the great aspects of travel soccer is the friendships that develop both for players and parents. Take an active role in planning social events for the team such as season kick-off parties, end-of-season parties, team dinners when at tournaments, etc. Parent volunteers may be involved/recruited to help coordinate the activities.

Club Communication ZYSA uses a club-wide system to communicate regularly with all team parents on issues and events that are club-wide. Please confirm at the beginning of the season that the team parents are receiving these messages so the distribution list can be properly maintained.

Issues or Complaints Team managers and parents should refrain from making comments related to player performance or coaching decisions. Encourage the team parents to communicate their concerns to the team coach after waiting at least 24-hours after the game or practice. Or ask that they send a letter or e-mail to either the team coach or the DOC. These concerns are always best handled between the parties involved, and the team manager should not be the communication channel for such issues.

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Indoor Soccer

ZYSA Indoor Winter Schedule ZYSA is proud to offer the ZYSA indoor facility for use during winter months and apart from the fall and spring seasons of outdoor soccer. Each team will have two hours of training each week for work on tactical and foot skills with either the team coach or DOC.

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Team Volunteers

Field Day Each travel team must participate in field day for fall and spring outdoor seasons. The club will contact all parents directly, but please also encourage them to volunteer.

Lining Fields Each ZYSA team is responsible for lining fields during the season. When the Club Administrator releases the field maintenance schedule, please contact the parents to schedule volunteers to line the assigned field on the appropriate dates. Fields should be lined Thursday evening or Friday, after the fields have been mown (fields usually mowed on Wednesdays or Thursdays).

Socctoberfest Tournament Each ZYSA team is responsible for providing volunteer hours for Socctoberfest. The Tournament Director or Club Administrator will contact the families regarding volunteer responsibilities.

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Extra Team Activities Teams are encouraged to participate in additional activities like training or tournaments if there is a general agreement among parents (such as 3v3 tournaments, etc.). However, every activity has to be confirmed and approved by the DOC. The DOC will work with the group to make sure the club’s rules are still enforced during the team’s participation in such an activity. The DOC will determine coaching compensation for any of these extra activities, payable by the participating players. Mangers can make arrangements with other teams to host friendly outdoor matches at the ZYSA facility. Please see the ZYSA web site for details on the procedure for scheduling referees, paying referees, scheduling fields, etc. for friendly matches. Wearing ZYSA’s official gear to compete in any type of competition other than what ZYSA allows without ZYSA’s permission is not allowed and should be reported to the club’s DOC immediately.

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ZYSA Contacts

Peter O’Scanaill, Executive Director Phone: 317-408-8780 Email: [email protected] Ian Scott, Boys Director of Coaching and Player Development Phone: 317-712-1172 Email: [email protected] Jonathan McClure, Academy Director and Girls Director of Coaching and Player Development Phone: 317-695-1183 Email: [email protected]