Team Manager is a volunteer position that performs a key role in communicating information to the parents, players, coaches and the office.
The role of the Team manager is to:
- Handle all administrative duties for the team
- Create and maintain a communication system for the sharing of information amongst the team
- Ensure that all required volunteer activities are covered
- Be the first line of communication for team parents when a potential grievance is identified
- Ensure that a parent is in attendance at every practice
- Ensure that the team is in accordance with the expectations set forth by the club
Some key duties/functions of the team manager are outlined below.
1. Team Registration checklist
Registration of players
- Boy’s teams are registered with NISL
- Girl’s teams are registered with NISL, IWSL and MRL
- The Team Manager assists the Club Administrator in the registration process of the team as needed.
Adding/Releasing players
- When there is a need to release and or add a player, all forms, including players pass is handled through the Ela office. The Club Administrator may request assistance from the team manager.
2. Team Meetings
- There should be 2 meetings held per year
- 1st before the start of the Fall season
- 2nd before the start of the Spring season
Check that the following points are covered in the meetings:
- Practice/game schedule
- Practice/game location
- Phone tree ( an automated system like Callingpost.com is a great alternative at a minimal cost to the team)
- Team Goals/expectations (set by the trainer)
- Coaching Philosophy (set by the trainer)
- Year Round Commitment
- Tournaments
- Trainer Commitment
- Team Finances (team fund)
3. Practice Day Responsibilities
Practice called off
- The trainer will make the decision if practice is to be cancelled and will notify the team manger, who will in turn notify all of the parents.
- A decision will be made by 2:00pm on the day of the scheduled practice.
Practicing at Kits
- Practices may be moved to Kits (if available). In the event there is an additional cost the team would be responsible for the payment directly to Kits. Kits requires payment before the start of the practice. We suggest this be paid from the team fund.
- Alternatively if Kits is not available a make-up practice will be scheduled by the trainer.
Trainer does not show
- Contact the trainer first and then call the Director.
- If a trainer does not show, the team may have to practice with another team.
Player gets injured during practice or game
- A Preliminary Accident Report must be completed and submitted to the Director of Safety. The Accident Report form and IYSA insurance forms can be found under the forms link as well as the team mangers resources link.
Missed practices
- The trainer will usually keep a record of attendance. You may want to keep track of players missing practices as well. Please inform the parents that players are strongly encouraged to make up any missed practices.
4. Game Day and Referee Responsibilities
League player cards
- Team Managers keep the player cards.
Referee game cards
- Team Managers prepare and bring the game cards to each game.
- NISL: Game cards are printed from the system.
- IWSL: Game cards are included in the team schedule packages from IWSL. Labels can be printed from the system.
- Please contact the club administrator for login information to access the league websites.
Field: flags/field clean up/goal safety
- The Team Manager must assign volunteers to make sure the flags are set up and put away after each game and that the lock box is LOCKED. If you do not have a lock box key please obtain one from the office. Volunteers also need to be assigned to ensure NO LITTER is left after the games.
- Goal Safety form: Assign a volunteer to ensure that the goals are checked before each game & paractice.
- See field usage guidelines issued by Director of Fields
Game Changes
- The trainer and team manager should work together if a game needs re-scheduling. BEFORE CONFIRMING A RESCHEDULE THE TRAINER WILL CONTACT THE DIRECTOR OF FIELDS TO ENSURE FIELD AVAILABILITY. ONCE THE DATE AND TIME IS SET THE TRAINER WILL NOTIFY THE CLUB ADMINISTRATOR.
- IWSL – game changes must be submitted in the IWSL system. There are specific rules and time deadlines for IWSL game changes. Details will be included in the schedule packet.
- NISL - game changes are arranged between the trainers of the clubs. To reduce the cost of the game change at least 7 days notice of the change is required.
Referee no show
Contact the assignors:
- Referee Assignor: Ted/Mary Lou Ruzbasan (847) 566-9269/ (847) 609-5192
- Line Referee Assignor: Sandy Holtschult (847) 571-3350
Opposing team no show
- Team Manager should call opposing team to confirm game date/time/field location each week.
Trainer no show
- Call the trainer first and then notify the Director.
Inclement Weather/Game called off
- The Director of Fields will decide if the fields are playable. Team Managers will be notified if the fields are closed and must then contact the parents, the referee assignor and line referee assignor.
- Referee Assignor: Ted/Mary Lou Ruzbasan (847) 566-9269 / (847) 609-5192
- Line Referee Assignor: Sandy Holtschult (847) 571-3350
5. Tournaments
Team Managers Checklist:
- Application (see guidelines below)
- Travel Permits (if applicable). The travel permit is obtained from the IYSA at a cost of $20 per application. Ela will reimburse the team manager should the tournament be an Ela paid tournament.
- Guest Player forms (if applicable)
- Communicating Game Schedules/Maps/Hotel Accommodations
- Team Registration
- Trainer payment (if applicable – see guidelines below)
The trainer will select which tournaments the team will enter.
Tournament procedure guidelines:
All tournament applications must be sent to the Ela office. The checks will be drawn by Ela and the applications mailed. For online applications submit a copy of the application to the office for payment. To ensure we meet deadlines please allow sufficient time for processing of the payment.
In the event that a tournament is cancelled after the fee has been processed, any tournament refund received by the Club will be credited back to the participating team. This credit is to be used towards future tournaments. If, due to scheduling conflicts, the refunded team is not able to reschedule an additional tournament, the amount of the credit will be refunded to the team’s individual families at the end of the soccer year. This refund will only be for the amount of the credit received from the cancelled tournament and not include any other expenses incurred for the cancelled tournament. Every attempt will be made to make up a team’s training hours that are unused due to a cancelled tournament.
Additional tournaments: These are not included in the Ela fees. The team is responsible for all costs (tournament fee, trainer fee and accommodation). The tournament application must still be paid through the Ela office and the team must then reimburse Ela. The team will pay the trainer directly for his fee and accommodation. Note: If a player does not participate in the additional tournament they do not contribute toward the cost. The cost is shared only between the players participating, including any guest players.
6. State-Cup Registration
The trainer and Director will decide together if a team is to be entered for the State Cup. Please note this is an additional cost.
The Team Manager will be responsible for all State Cup paperwork.
7. Grievances
Grievances are NOT the Team Managers responsibility. Follow the guidelines below to address any issues brought to you.
Player issues
- This concern should first be directed to the team trainer.
- It is the trainer’s responsibility to document all concerns and attempt to resolve them. If the trainer is unable to resolve the issue, the concern will be brought to the attention of Director.
Parent issues
- Same as player issue.
Trainer issues
- This concern should be brought the attention of the Director.
8. Miscellaneous
Players attending practices from other clubs
- To be in compliance with league and IYSA rules, any player from another club must have completed the required Permission Letter(s) before attending any Ela practice. In addition for insurance purposes a waiver (as included on the tryout registration from) must also be completed.
