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Parent Manager Guidelines

 

Below is a month-by-month break down of what to expect when you are managing a team. 

 

JUNE/JULY

 

Team Contact Information

Shortly after team announcements, you will be added as the “Manager” of your team via the CU Website.  Here you can find the roster with all of the player’s and parent’s contact information.  You should email the team to welcome them (you can email the team directly from the website or create your own email list).  Go to “Teams” and select your team.  Then select “Roster” from the left side of the screen.  Then select “Options” from the top right and select “Email Team.”  You can email directly from the website or you can copy the email addresses over into your own email account.  You can also select “Print Roster” from the “Options” button and then copy the information and paste into Excel if you would like the contact information in Excel.

The website allows all the parents to see the contact information of the other members of the team.  You may also want to circulate a roster to all the team members including all email addresses and phone numbers.  You should encourage them to download the SI Play app so they have the contact information available with the click of a button:

 

Apple SI Play App

https://itunes.apple.com/us/app/si-play/id1048786895?mt=8

 

Google SI Play App

https://play.google.com/store/apps/details?id=com.siplay.android_siplay

 

Team Volunteers

You will also need to recruit team volunteers for Team Treasurer, Team Webmaster, Event Planning, etc. 9U Travel Teams will not need a Team Treasurer as the Club will bill the parents directly (does not include gifts, parties, etc.).

 

Trainer Assignments

Professional Trainer assignments will be made and advised in July by the Director of Coaching (DoC) for the fall season. 

 

Background Checks

All Parent Managers, Assistant Parent Managers, and Trainers must have a background check including fingerprinting. 

 

No PMs, APMs or Trainers will be allowed to coach without completed background checks so this must be completed as soon as possible.


Background Check Information

http://chathamunited.org.grupo.la/Page.asp?n=100035&org=chathamunited.org

 

F License

All Parent Managers and Assistant Parent Managers will need to obtain a F License from New Jersey Youth Soccer.  This is a requirement to be on the sidelines during games. 

F License Classes
http://www.njyouthsoccer.com/clubsite/?p=4767


These fill up quickly so you should sign up as soon as possible.  The Club will reimburse you for the ~$45 fee.  Please complete the Reimbursement Request Form on the CU website.

 

Parent Manager/Assistant Parent Manager Forms

Complete the required Forms (including completion of Concussion online class) and return to the Registrar. 

 

Uniforms

The Club will provide information on uniform ordering to the parents and Parent Managers.  

 

Pre-season Practices

You should begin correspondence with the DoC and your Trainer about pre-season practices.  These are typically run during one of the last weeks of August/first week of September.  Find out from the parents when most children are available.  The Practice Scheduler will send out an email in August asking you to complete the Pre-season Practice Request Form for your preferred times.  Work out times and days for the practices.  Typically these are 2-3 hours per day every day for 5 days. 

For 9U, pre-season practices are set for the last week of August and will run 90-120 minutes a day for 4-5 days. The 9U Travel Program Coordinator will advise you of the times and days of the Pre-season. You do not need to complete the Pre-season Practice Request Form.

 

Fall Practices

You should begin correspondence with the DOC and your Trainer about fall practices.  Typically practices are 3:30 pm to 5:00 pm or 5:00 pm to 6:30 pm, twice a week.  Practices get “bumped” up by Chatham United once it starts getting dark (i.e. to start at 3:30 and end at 4:30).  The Practice Scheduler will send out a note in August asking you to complete the online Practice Request Form requesting fall practice slots.  Check with the DOC, Trainer and your families to make sure the days and times work.  Complete and submit the form timely. 

For 9U, fall practices are set by the Club and the training organizations. The 9U Travel Program Coordinator will advise you of the times and days of practice (expected to be Monday and Wednesday (or Thursday)). You do not need to complete the Practice Request Form.

 

JULY/AUGUST

 

Summer Camp

Finalize summer camp details (if applicable) and relay information to parents.

 

Stay Parent Schedule

You should set up a “Stay Parent” schedule for each practice.  The Trainer must have a parent with him at all times in case something happens to one of the children.  The Trainer cannot leave the players so a parent will have to take care of any emergency.  You can start with player’s names in alphabetical order.  No parents can drop off their child without either the Trainer or the Stay Parent at the field.   In addition, the Stay Parent cannot leave until all children are picked-up. 

You should download the League Athletics app on your phone as it provides easy reference to the team roster and all the parent contact details.  You should encourage your parents to do so also.

For 9U, the Stay Parents will be loaded alphabetically into the CU website with a note indicating which parent is responsible for that practice. The note with the Stay Parent is included in the automated reminders that go out to the parents prior to each practice.

 

Registration

Sometime in July or beginning of August, the Registrar will send an email asking you to pick-up your team package.  In this package are the original forms furnished when your members tried out.  This will include membership registration forms, medical release forms, and the player 1” by 1” pictures.  This package will also include the player’s game card.  You will be given detailed instructions on how to fill in these forms and how to arrange the forms when you submit them back to the Registrar.  Follow the instructions to the letter.  It should take you about two hours.  Do this package as soon as possible.  The Registrar will tell you when you have to get the forms back to them, especially if you want to play in a Labor Day tournament. 

 

Tournaments

If you want to play in a fall tournament, you can check the CU website for a listing of tournaments.  Usually if you enter before a certain time, you can get a discount on the entrance fee.  The Club reimburses tournament entry fees up to $500 per year.  You or the Team Treasurer should complete the Reimbursement Request Form on the CU website for reimbursement. 

For 9U, you will be reimbursed for the amount of the Essex Fall Tune-up Tournament and the Mt. Olive Halloween Tournament (combined amount exceeds $500 - approximately $800).

You will need Club patches that your players will hand out to the opposing players at the conclusion of each tournament game for many tournaments.  Please complete the Tournament Patch Request Form to make a request.

 

Please note that if you are planning to enter a tournament outside New Jersey you must complete the Out of State Tournament Notification Form prior to entering the tournament.  Special insurance rules apply to travel to tournaments outside New Jersey.

 

AUGUST

 

Registration

Turn your registration package into the Registrar as soon as possible. 

 

Later in the month, you will get your registration package back from the Registrar.  You must laminate the players’ cards.  You also will receive the medical release forms. Discard the old forms (if this is an existing team) and replace them with the new medical release forms.  These must be delivered to each practice and go to each game in case there is an emergency.  You should also have a bag that you bring to each game that contains:

 

·         Team balls (2)

·         Goalie shirt

·         Goalie gloves

·         Ice pack and first aid kit

·         Stay Parent contact list

·         Official roster

·         Extra game cards

·         Medical Release Forms

·         League handbook/rules

·         Ties for nets that may have holes

·         Pump

·         Waterproof jacket

·         Concussion Fact Sheet for Coaches and/or HeadsUp App on your phone

 

Fall Practices

You will be contacted by the Practice Scheduler with final preseason and fall practice times and fields.  The Club will enter the schedule into the CU website. You or the Team Webmaster should check to be sure the information is accurate.  The CU Website will send automated reminders to the team prior to each practice.

 

Please note that practices can only be held on CU Approved Fields.  A list of Approved Fields can be found on the CU website.  Insurance only covers activities conducted on the Approved Fields.  There are no exceptions to this. Contact the Club Secretary for additional information.

 

Budget/Treasurer

You should now work out a budget with your Team Treasurer for the fall season and collect money from all your families.  Collect fees in advance of the season because it is impossible to get money out of people every time the team incurs costs.  The Club gives each team an $800 reimbursement toward fall expenses, as well as reimbursement of tournament entry fees up to $500 per year.  A sample budget for the fall season is shown below.  You may also collect for the Trainer’s end of season gift and an end of season party. 

Please note that the below budget is an example only. Trainer hourly rate and hours charged for games may vary by trainer/trainng organization. Please check with your trainer/trainng organization to understand the actual costs. Number and hours for practices, tournament fees and number of players will also vary.

 

Trainer Cost per Hour

$85.00

 

 

Number

Hours

Cost

Fall Practice Expenses

20

1.5

$2,550

Fall Game Day Coaching Expenses

10

1.5

$1,275

Tournament Entry Fees

$750

Tournament Coaching Expenses

4

1.5

$510

 

TOTAL COSTS

 

 

$5,085

 

Fall Reimbursement

 

 

$800

Tournament Reimbursement

 

 

$500

 

COSTS LESS REIMBURSEMENTS

 

 

$3,785

 

Cost per Player (12 players)

 

 

$315

 

 

Make sure you get the Trainer’s tax ID and keep track of the fees paid to your Trainer as this information will be required by the Club before you get the fall refund.   

Team Treasurers may wish to set up a bank account in the name of the team. Please note that team accounts may not use the Chatham United’s tax ID as this complicates IRS reporting. 

For 9U, the Club will collect centrally from the parents so there is no need for a Treasurer or budget. The Club will issue the Referee Reimbursement to 9U teams. It will not issue the $800 fall reimbursement as this is already considered in the central fee paid to the Club directly by the parents.

 

Game Schedule

Also, during this month, the Game Scheduler will notify you to complete the Pre-season Conflict Notice (PCN) Request Form on the CU website by a certain date.  PCNs are requests to reschedule certain games no questions asked.  The Club has to notify the league within the specific deadlines or they will not grant our requests.  Generally two PCN’s are allowed per season.  Complete the PCN Request form timely.

During this month, you will be notified by email of the MCYSA League meeting.  If you cannot attend, you can send someone from the team in your place however this is a mandatory meeting for each team.  Chatham United may also hold a Parent Manager meeting. 

 

SEPTEMBER

 

Game Schedule

Your game schedule will be posted about a week before the season starts on the league’s web page.  This will include the field and directions to the field.  The Club will enter the game schedule into the CU Website.   You or the Team Webmaster should ensure that the information is accurate. The CU Website will send automated reminders to the team prior to each game with an easy link to the field directions.  Contact information for your opposing coaches can also be found on the MCYSA website.

 

If you are the home Parent Manager for a game, you should email the opposing coach early in the week prior to the game to confirm the date, time, field, jersey color your team will wear and directions.

 

Games

Make sure you are up to speed on all game day preparation for home games.  Goals on turf must have sandbags on both sides of the goal.  Goals on grass must be staked down on both sides with two stakes on each side (you cannot use sandbags on grass field).  Sandbags/stakes are required for safety and insurance purposes and a referee should not begin a game without these in place.  Corner flags should be placed in each corner of the field. 

 

The first team on a field for the day is responsible to properly set up the field.  The last team on a field for the day is responsible to properly clean the field.  Goals may remain in place on grass fields however corner flags and stakes must be returned to their original location.  On turf fields goals must be removed from the field and locked and sandbags and corner flags returned to their original location.  If this is not done the Recreation Department will call members of the CU Board and they must do this often at the expense of time with their family.  Failure to clean the fields will result in a $100 reduction in the Team’s reimbursement or your team will not be allocated space on turf fields.

 

On the MCYSA website there are game cards that you must complete and print out (instructions are on the league website).  You must bring these to each game and provide them to the referee.  Cross out any child’s name that will not be at the game.

 

You have to give the game card to the referee and the laminated player cards to the referee.  The referee checks all the players against their game cards.  He or she also puts his or her name down on the referee portion of the card, and then the referee hands back the referee portion of the game card and the roster of the other team to you before the game. 

 

If there isn’t a referee at the game, each of the coaches checks the other team’s players’ cards.  The coaches then exchange their respective team rosters on the game card with each other.  Refer to the League Handbook as to what you do if there isn’t a referee.  Each level has different rules. 

 

The players should be at the games 30 minutes prior to a game to warm up.  They should bring a water bottle, their ball, shin guards and both the white and blue shirt since we do not know the other teams’ colors.  Usually the white shirt is the home uniform.  If it is cold, they can wear a Chatham United sweatshirt with their number on it or a blue sweatshirt/Under Armour worn under their jersey.  Their number has to show.  Socks must be completely over the shin guards and jerseys must be tucked in.  Girls and boys should remove all jewelry and hard hair accessories (e.g., headbands).

 

After each game, you, the opposing coach, or the referee has to record the score on the League web page.  You will need to have the game number which is listed on League website or game card.  Check the MCYSA web site to see if the score was reported correctly if you did not enter it. 

 

You may have to deal with field closure due to rain.  If Chatham fields are closed, you have to contact your opposing coach to see if they have a field available, and vice versa.  If not, you will need to reschedule the game.  You will need to contact the CU Game Scheduler.  Make sure you see in writing from the Game Scheduler that you were given a field and time.  There are so many requests for rescheduling when games are rained out that your request may fall through the cracks. 

 

The League requires you to play all of your games.  The Club is fined for any forfeits and the Club may request payment from your team or withhold reimbursements from your team.

 

NOVEMBER

 

The end of the season is the middle of November.  During the first week, you might want to email the team about who would like to coordinate the end of season party, who would like to host the party, and who would like to get the professional Trainer his end of season gift.  You can also call a restaurant like CafĂ© Villa in Chatham and schedule a pizza party there right after your last game.   

 

Budget/Treasurer

You probably will have money left over.  You can use the left-over money for a party or credit each parent towards the spring season.  Just let the parents know what you are doing.

 

You will be sent an email reminder by the Club Treasurer to complete the Trainer Tax Reporting Form on the CU website.  Information such as the Trainer’s name, organization, tax ID, address and total fees paid to Trainer are needed to comply with tax reporting rules.  This form must be completed in order for the team to receive its fall refund ($800). 

 

You should also complete the Reimbursement Request Form to obtain reimbursement for referee fees paid.

 

For 9U, you only need to submit the Reimbursement Request Form to obtain reimbursement for referee fees paid. You should have someone on the team collect for any end of year parties and gift cards for the Trainer. You do not need to complete the Trainer Tax Reporting Form.

 

DECEMBER/JANUARY/FEBRUARY         

 

You should make your team parents aware that practice will begin again in late March.  The fields become available for practice around the last week in March and your first game of the season tends to be the first week in April.  If the winter is very wet, fields may not become available until April.

 

You will be contacted by the Practice Scheduler by email requesting that you complete the Practice Request Form on the CU website.  You should talk to the DOC, team and the Trainer about what days they want to practice for the spring season.  Teams usually practice once a week in the spring season.  If you wish to hold more than one spring practice, you should discuss with your families for approval.

 

For 9U, spring practices are set by the Club and the training organizations. The 9U Travel Program Coordinator will advise you of the times and days of practice. You do not need to complete the Practice Request Form.

 

MARCH

 

The Practice Scheduler will send you an email in March advising you of your practice schedule and fields.

 

Please note that practices can only be held on CU Approved Fields.  A list of Approved Fields can be found on the CU website.  Insurance only covers activities conducted on the Approved Fields.  There are no exceptions to this. Contact the Club Secretary for additional information.

 

The spring season game schedule will be posted on the MCYSA website towards the end of the month. 

 

Make a spring budget, which will be similar to the fall budget, except you will typically have only one weekly practice and you may have a credit due to each family because of leftover money from the fall session.    

 

APRIL

 

Games

The spring season begins in early April.  The spring season is very similar to the fall season except the players may have conflicts with other spring sports and you may have difficulty fielding a team on certain days.  You should be proactive in managing the game schedule to minimize conflicts with other sports.  This can be very difficult to do but Chatham United is committed to do this and allow the children to play other sports in their primary season.

 

Spring season can be very rainy and you might be rescheduling a lot of games.  The league requires you to play all of your games.  The Club is fined for any forfeits and the Club may request payment from your team or withhold reimbursements from your team.

 

APRIL/MAY

 

Tryouts

Chatham United typically holds try-outs for next year’s teams. 

 

Player Evaluations

Chatham United will also email you a link to a form for you to evaluate each of the players. Your trainer will receive one also.  You need to complete this form as soon as possible and follow up with your Trainer to ensure he/she has completed their form also. 

 

JUNE

 

The last game is usually Father’s Day.  Again, you need to find someone to host the end of year party.  Since it is warm, you can actually have it at a park if you can’t find a person to host the party.  You give your professional Trainer his end of year gift.  Typically, you too are given a gift.  If you know it is coming and don’t want anything, request a donation to children’s charity. 

 

Budget/Treasurer

There will probably be money left over when the season ends.  You can use the left-over money for a party, gifts for the players or return it to the parents.  You should agree with the parents on what to do with the remaining funds.

 

You will be sent an email reminder by the Club Treasurer to complete the Trainer Tax Reporting Form on the CU website.  Information such as the Trainer’s name, organization, tax ID, address and total fees paid to Trainer are needed to comply with tax reporting rules.   

 

You should also complete the Reimbursement Request Form to obtain reimbursement for referee fees paid. 

 

For 9U, you only need to submit the Reimbursement Request Form to obtain reimbursement for referee fees paid. You should have someone on the team collect for any end of year parties and gift cards for the Trainer. You do not need to complete the Trainer Tax Reporting Form.