:: SWM Team Management ::

Team Management
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These guidelines were put together with new coaches and team managers in mind. The intent is to make it easier for you to handle the administrative part of running an SWM Select soccer team.

Registration Process

After tryouts, you will get a list of all eligible players in your division. Once your team has been selected you will need to get a registration form completed for each player and coach, including a small picture. New players must attach a copy of their Birth Certificate. New coaches must attach a copy of their driver’s license. Don’t forget to include the 9-digit zip code on the form. You can find the registration form on the Form's Page. Check www.wmysa.org for the registration deadline.

Pre-Season

1. Create a team roster, organize an email distribution list and set up a phone tree. You’ll want to use email as your primary way of communicating with parents and coaches. Some families may need phone calls and paper copies because they don’t use the Internet. The best kind of phone tree that works has 4 or 5 people designated to call 3 - 4 families under their name; use this for last minute changes, for instance canceling practice due to bad weather. Email a copy of the phone tree and roster to parents with players’ and parents’ names, addresses, phone numbers, and jersey numbers. Exchanging cell phone numbers is a good idea, especially for away games and tournament situations. Make sure the coach or manager has a list and players have a number for either the coach or manager with them.

2. Hold a team meeting as soon as possible to meet the parents, players, coach, to hand out information, discuss tournaments, go over the budget and talk about the upcoming season and coaching philosophy. This is the time to give parents the medical release form to complete and have notarized. Fees should be collected at this time, as you will have monies due to WMYSA and SWM two weeks later (see the budget section below). You will also need to order uniforms, etc, as soon as possible, so collect sizes at this meeting. If possible, try to have a sample uniform at this meeting to help parents and players judge what size to order.

3. Become familiar with the following websites: www.swmselect.com, www.wmysa.org , and www.msysa.net. You’ll find rules, maps, schedules and forms on these. Read WMYSA and SWM’s rules and regulations; note important dates from the WMSYA calendar on your personal calendar.

4. Order uniforms for your team as soon as possible. The club has a recommended set of jerseys -- Adidas Libero in royal blue/white. The home team wears the lighter jersey and the away team wears a dark jersey. However, players should bring both jerseys to every game. Players should also have a pair of royal shorts and royal socks. You can shop around for price and convenience; most athletic apparel shops in the area are familiar with SWM. Each player must have a unique number on his/her jerseys; adding the last name is optional. The club logo must also be on the front of the jerseys. Make sure the logo has the outline of the state of Michigan with the soccer ball shooting out from the southwest corner.

5. You will need to have a Referee Match Report for each of your games. A blank form can be found on the WMYSA website. To save time, fill in the middle section with players’ complete names and numbers and make copies to use each week. You can then complete the top and bottom of the form before the game. Your game number can be found on your schedule. The players must be listed in uniform number order. The home team supplies the referee with a stamped addressed envelope to send results in (you will receive these in the coach’s packet at the beginning of the season).

6. WMYSA will issue each team player registration cards. Players and coaches must sign their card. It is a good idea to have the cards laminated and put on a key ring. Make sure you bring the player cards to every game. The referee will check coach and player registration cards before each game.

7. Equipment. Each team should have a supply of age/size appropriate soccer balls, cones, depending on your field you may need corner flags and depending on your age you may need to supply line judge flags. The goalie will need gloves and a contrasting shirt. You must also have a first aid kit on hand at practices and games, along with notarized medical release forms for each player. Coaches need to determine what equipment the team will need and include it in the team’s budget.

8. Most of our teams use the Rockey Weed Fields in Stevensville for their home games and practices. Coaches are expected to help mark off and line fields. Rick Zehm is in charge of Field Maintenance for SWM. He can be reached at 556-0679 or rzehm@cybersol.com. Your team can practice at other locations, but you must advise Karen Reinhardt as to which field you will be using.

9. MSYSA requires all coaches and team managers to have Risk Management Cards. Forms can be obtained on their website. Send in paperwork for the team in one packet to the state. You should make two copies of each of the coach and manager’s card. Laminate the original and put it on the key ring with the player registration cards. Laminate a copy for the coach’s wallet and have the team manager keep a copy. Be sure to check expiration dates often as they can expire anywhere from six months to four years after issuance. It can take up to six weeks to get a new card or renew a card so be sure you are up to date well in advance of the start of our seasons. Renewals can be done on line.

10. The Ft. Wayne Invitational is the only tournament that each team must attend. Additional tournaments are the responsibility of each team, and you should get with the coach and parents to decide which tournaments your team will enter. The costs and paperwork for all tournaments, including the Rainbow Classic, is completely up to each individual team.

If you are traveling to a tournament that is out-of-state, go to www.msysa.net for instruction on how to obtain permission to travel. MSYSA now offers instant electronic travel approval; you will need a credit card to pay the fees. If you are taking guest players to any tournament, you must submit a guest player roster to the state; see the website for details.

11. It is recommended that you set up a checking account for your team. Put SWM and your birth years, i.e. SWM 89-90, instead of individual names, on the checks. Have the coach and team manager as authorized users of the account. If you happen to change coaches or team manager, the account can stay with team and you will only need to change the signature card at the bank. Keeping funds in your personal account can get very confusing for all concerned and is discouraged.

12. You should create a team budget. Try to anticipate the costs for the year, so you can show your parents what they can expect to pay. At a minimum, you should collect the SWM, WMYSA, referee fees for the first season, and uniform costs at your initial team meeting. Some things to include in your budget:

SWM club fees ($200/two seasons or $150/one season and small sided teams)

WMYSA fee of $25/player

Tournament registration fees (a typical cost for a tournament is $350-375, but can be more, so check tournament websites for costs)

MSYSA fees to attend out of state tournaments and/or take guest players. See their website for costs. Note that the cost increases for some fees if you don’t plan ahead.

WMYSA fees which are assessed when you make changes to your team’s roster during the season. See their website for the costs.

Referee fees for home games (see WMYSA’s website for fees for your age group)

Team equipment – first aid kit, balls, cones, pennies, etc.

Administrative costs – copying cost (using email will save you time and money), laminating costs, postage

Soccerfest fee (WMYSA fee for the last two games of the spring season for U10 – U14 girls and boys teams) Note that this includes the referee fees for one home game.

Indoor soccer

14. Fundraising is optional, but is a good way to help parents keep out of pocket costs to a minimum. This should be discussed at your team meeting. To be successful, all families need to participate.

15. Soccer Camps are also optional, but some teams may want to attend a soccer camp together.

16. Indoor Soccer, also optional, helps keep player skill level up during winter months. A number of teams play Indoor soccer, some at the Kickers Club and others go to Soccer Zone in South Bend or Portage or to the Indiana Invaders indoor facility in South Bend.

Before Every Game

At least a couple of days in advance confirm the game time and location with the other coach. Also, you need to confirm by email with the referee assigned to your game. Referee schedules can be found on the Referees Page.

Before each game, the Referee should receive the following three items:

The home team provides a stamped addressed envelope with the statistician’s mailing address on it. The referee sends the game results in this envelope to him.
One of the referee report cards filled out with your teams’ roster and jersey numbers in numerical order.
Payment for each referee (separate amount for each, cash is preferred especially for the younger referees). See WMYSA’s rules and regulations for the referee costs for your age group.

After the game, the coach confirms the result with the referee and signs the referee game report.
Game results should also be posted on the WMYSA website; go to your team’s schedule and follow the instructions.

Questions? Here are some people to contact

Karen Reinhardt Karen_reinhardt@hotmail.com

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