TEAM MANAGEMENT
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.
THE SEASON
· SWM Select Soccer participates in both the West Michigan Youth Soccer Association (WMYSA) league and in the GVSA (Grand Valley Soccer Association) league for elite level teams. Schedules and information about both leagues are available on their websites.
· SWM Select Soccer is an annual commitment. It includes an eight week season in the Fall, one indoor session in the Winter, and an eight week season in the Spring. In the Fall, games generally start the weekend after the Labor Day holiday and extend until Halloween. The indoor soccer session begins in November and extends through December. In the Spring, games begin after Spring Break and end the first weekend in June.
GETTING REGISTERED
· After tryouts, team coaches and managers are responsible for informing the SWM Registrar which players will be on the roster for the season.
· All registration for SWM Select Soccer occurs online through a league computer program, called GotSoccer. Each player on the roster will be assigned a specific user name and password and will be sent a link by the SWM Registrar to register for the entire annual season.
· During this online registration, parent or guardians will fill out important information such as emergency contacts, player medical concerns, as well as electronically sign a liability waiver. They also have the opportunity to order uniforms or uniform replacement pieces and pay all fees for the season by credit card or debit card directly to the club. At the end of the registration process, they will be asked to print and notarize a form. This form is a combined waiver and medical release form and should be signed, notarized and given to each coach to keep for the season.
NOTE: NEW players to SWM Select Soccer should return to their player’s profile using the assigned user name and password and upload a picture of the player. They will also be required to upload a birth certificate to confirm age. Please black out any sensitive information such as social security number prior to uploading to the GotSoccer system. For new players, this document and photo are required prior to completing a player’s registration.
· For the 2011-2012 Season, the cost to participate in SWM Select is $300.00. This fee includes all registration fees, officials’ fees, team equipment, field fees, two tournament entries, as well as the first session of indoor winter soccer at the St. Joe Kickers Club. This fee does not include the cost of uniforms or optional spirit wear. For high school aged teams that play only one travel season, the cost is $250 per player. SWM Select Soccer also hosts an Academy Program for U7 and U8 year old boys and girls. The cost for this is $50 per year.
· Uniforms typically take 4-6 weeks to order. Every player should order their uniform or any new uniform pieces during the registration process using GotSoccer. SWM Select Soccer has a standard uniform: the Xara Hawthorne jersey set in Royal and White, Xara black shorts, and white Xara socks. As a standard rule, the home team wears the lighter jersey and the away team wears a dark jersey. However, players should bring both jerseys to every game. Each player must have a unique number on his/her jerseys; optional uniform items also include backpacks, warm-up coats and pants, sweatshirts.
GETTING REGISTERED AS A COACH OR MANAGER
· The registrar will provide a link to register each coach or manager along with a GotSoccer username and password. Michigan State Youth Soccer Association also requires all coaches and team managers to have Risk Management Cards prior to being accepted as a coach. Applications for risk management should be done through your coach or manager GotSoccer profile. Prior to doing this, please contact the SWM Registrar to receive a code from the league which will allow you to complete this process free of charge.
· Coaches and managers should make sure to upload a current photo to GotSoccer to complete their registration process. Prior to the season, each coach or manager will receive a player card. Please note: WMYSA will issue a maximum of three player cards per team. No exceptions.
PRE-SEASON
· Create a team roster, organize an email distribution list and set up a phone tree or way to communicate with your team quickly. 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. Determine who these families are ahead of time. 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.
· Hold a team meeting as soon as possible to meet the parents, players, coach, to hand out information, discuss tournaments, and talk about the upcoming season and coaching philosophy. This is the time to collect the notarized medical release form they printed from GotSoccer.
· At the team meeting, or by some other communication, coaches and managers need to collect seasonal black-out dates. Seasonal black-out dates are dates when your team cannot participate in games. If your team is participating in a tournament during the season, for example, these dates would need to be blacked-out with the league so that you do not have any regular scheduled games at that time. Other reasons to black-out dates include: a missing coach or coaches or the team missing a substantial amount of players on a specific day. The deadline for black-out dates is often six weeks or more before the season. It is important to collect these dates and submit them to the SWM Board soon after tryouts. Please keep in mind that blacking out a weekend of play means that on a different weekend, you will be doubled up with games.
· Become familiar with the following websites: www.swmselect.com, www.wmysa.org, and www.michiganyouthsoccer.org. 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.
· Each team should have a supply of age/size appropriate soccer balls and cones. The goalie will need gloves and a contrasting shirt. SWM Select will provide all necessary equipment and a new game ball and first aid kit to every team each year. For additional equipment requests, contact swmselect@gmail.com. Every team should bring their first aid kit and notarized medical release forms for each player to every practice and game.
· Approximately two weeks prior to your first game, each team will receive a packet from our league, WMYSA. The packet will include: official rosters with a red signature, player’s cards, a final schedule with coach contact information at the top, hard copy game reports, pre-stamped envelopes to provide to the officials at your Home games only, instructions on how to report scores, and rule and regulation changes or updates. Coaches and Managers should review this information carefully. Review the players’ cards for accuracy. 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.
· Teams have the option of using Rockey Weed fields in Stevensville or the St. Joe Kickers Club in St. Joseph for their practices. Generally, the fields at St. Joe Kickers will be the HOME game fields for every team. If you wish to practice at an alternative field location, please contact the SWM Board prior to doing so. Liability insurance must be obtained through the league for any field that SWM teams practice or plays on. Contact swmselect@gmail.com for more information on this.
GAME DAY
IF YOU ARE THE HOME TEAM, you should provide:
· Ref fees for each season will be mailed by the SWM Board Treasurer to each coach or designated manager prior to the first game. Coaches and Managers are responsible for paying each official at HOME games. Payment for each referee should be made in cash, with the correct amount separated for each official. See WMYSA’s or GVSA’s rules and regulations for the referee costs for your age group.
· One of the game reports filled out with your teams’ roster and jersey numbers in numerical order. Although hard copies are provided in your packet from WMYSA, a blank electronic form can be found on the SWM and 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.
· A stamped addressed envelope with the statistician’s mailing address on it. The referee sends the game results in this envelope to him. This envelope was provided in the packet sent to each coach/manager at the beginning of the season by WMYSA.
· 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. Please check the information in the packet provided by WMYSA regarding reporting of scores.
IF YOU ARE THE AWAY TEAM, you should provide:
· One of the game reports (see above) filled out with your teams’ roster and jersey numbers in numerical order.
· 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. Please check the information in the packet provided by WMYSA regarding reporting of scores
TOURNAMENTS
· SWM Select soccer will provide each team the opportunity to attend two tournaments per year. The cost of two tournaments is included in every player’s fees. Generally, the Fall Tournament is chosen at the discretion of each coach; the Spring Tournament is a tournament that the entire organization will attend, chosen by SWM Select Board with input from coaches and managers.
· Each coach/manager is responsible for registering your team for tournaments. When you complete your registration, documentation should be provided to the SWM Board Treasurer to pay for your registration.
· If you are traveling to a tournament that is out-of-state, you may need approval from Michigan State Youth Soccer. Please go to www.michiganyouthsoccer.org for information on this. Permission (or notification to travel) will need to be requested via your team account in GotSoccer.
· Please pay special attention to the documentation requirements and check-in requirements for each tournament. These will often include: an official roster with a stamped registrar signature, notarized medical release forms, player cards, etc.
THE SEASON
· SWM Select Soccer participates in both the West Michigan Youth Soccer Association (WMYSA) league and in the GVSA (Grand Valley Soccer Association) league for elite level teams. Schedules and information about both leagues are available on their websites.
· SWM Select Soccer is an annual commitment. It includes an eight week season in the Fall, one indoor session in the Winter, and an eight week season in the Spring. In the Fall, games generally start the weekend after the Labor Day holiday and extend until Halloween. The indoor soccer session begins in November and extends through December. In the Spring, games begin after Spring Break and end the first weekend in June.
GETTING REGISTERED
· After tryouts, team coaches and managers are responsible for informing the SWM Registrar which players will be on the roster for the season.
· All registration for SWM Select Soccer occurs online through a league computer program, called GotSoccer. Each player on the roster will be assigned a specific user name and password and will be sent a link by the SWM Registrar to register for the entire annual season.
· During this online registration, parent or guardians will fill out important information such as emergency contacts, player medical concerns, as well as electronically sign a liability waiver. They also have the opportunity to order uniforms or uniform replacement pieces and pay all fees for the season by credit card or debit card directly to the club. At the end of the registration process, they will be asked to print and notarize a form. This form is a combined waiver and medical release form and should be signed, notarized and given to each coach to keep for the season.
NOTE: NEW players to SWM Select Soccer should return to their player’s profile using the assigned user name and password and upload a picture of the player. They will also be required to upload a birth certificate to confirm age. Please black out any sensitive information such as social security number prior to uploading to the GotSoccer system. For new players, this document and photo are required prior to completing a player’s registration.
· For the 2011-2012 Season, the cost to participate in SWM Select is $300.00. This fee includes all registration fees, officials’ fees, team equipment, field fees, two tournament entries, as well as the first session of indoor winter soccer at the St. Joe Kickers Club. This fee does not include the cost of uniforms or optional spirit wear. For high school aged teams that play only one travel season, the cost is $250 per player. SWM Select Soccer also hosts an Academy Program for U7 and U8 year old boys and girls. The cost for this is $50 per year.
· Uniforms typically take 4-6 weeks to order. Every player should order their uniform or any new uniform pieces during the registration process using GotSoccer. SWM Select Soccer has a standard uniform: the Xara Hawthorne jersey set in Royal and White, Xara black shorts, and white Xara socks. As a standard rule, the home team wears the lighter jersey and the away team wears a dark jersey. However, players should bring both jerseys to every game. Each player must have a unique number on his/her jerseys; optional uniform items also include backpacks, warm-up coats and pants, sweatshirts.
GETTING REGISTERED AS A COACH OR MANAGER
· The registrar will provide a link to register each coach or manager along with a GotSoccer username and password. Michigan State Youth Soccer Association also requires all coaches and team managers to have Risk Management Cards prior to being accepted as a coach. Applications for risk management should be done through your coach or manager GotSoccer profile. Prior to doing this, please contact the SWM Registrar to receive a code from the league which will allow you to complete this process free of charge.
· Coaches and managers should make sure to upload a current photo to GotSoccer to complete their registration process. Prior to the season, each coach or manager will receive a player card. Please note: WMYSA will issue a maximum of three player cards per team. No exceptions.
PRE-SEASON
· Create a team roster, organize an email distribution list and set up a phone tree or way to communicate with your team quickly. 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. Determine who these families are ahead of time. 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.
· Hold a team meeting as soon as possible to meet the parents, players, coach, to hand out information, discuss tournaments, and talk about the upcoming season and coaching philosophy. This is the time to collect the notarized medical release form they printed from GotSoccer.
· At the team meeting, or by some other communication, coaches and managers need to collect seasonal black-out dates. Seasonal black-out dates are dates when your team cannot participate in games. If your team is participating in a tournament during the season, for example, these dates would need to be blacked-out with the league so that you do not have any regular scheduled games at that time. Other reasons to black-out dates include: a missing coach or coaches or the team missing a substantial amount of players on a specific day. The deadline for black-out dates is often six weeks or more before the season. It is important to collect these dates and submit them to the SWM Board soon after tryouts. Please keep in mind that blacking out a weekend of play means that on a different weekend, you will be doubled up with games.
· Become familiar with the following websites: www.swmselect.com, www.wmysa.org, and www.michiganyouthsoccer.org. 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.
· Each team should have a supply of age/size appropriate soccer balls and cones. The goalie will need gloves and a contrasting shirt. SWM Select will provide all necessary equipment and a new game ball and first aid kit to every team each year. For additional equipment requests, contact swmselect@gmail.com. Every team should bring their first aid kit and notarized medical release forms for each player to every practice and game.
· Approximately two weeks prior to your first game, each team will receive a packet from our league, WMYSA. The packet will include: official rosters with a red signature, player’s cards, a final schedule with coach contact information at the top, hard copy game reports, pre-stamped envelopes to provide to the officials at your Home games only, instructions on how to report scores, and rule and regulation changes or updates. Coaches and Managers should review this information carefully. Review the players’ cards for accuracy. 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.
· Teams have the option of using Rockey Weed fields in Stevensville or the St. Joe Kickers Club in St. Joseph for their practices. Generally, the fields at St. Joe Kickers will be the HOME game fields for every team. If you wish to practice at an alternative field location, please contact the SWM Board prior to doing so. Liability insurance must be obtained through the league for any field that SWM teams practice or plays on. Contact swmselect@gmail.com for more information on this.
GAME DAY
IF YOU ARE THE HOME TEAM, you should provide:
· Ref fees for each season will be mailed by the SWM Board Treasurer to each coach or designated manager prior to the first game. Coaches and Managers are responsible for paying each official at HOME games. Payment for each referee should be made in cash, with the correct amount separated for each official. See WMYSA’s or GVSA’s rules and regulations for the referee costs for your age group.
· One of the game reports filled out with your teams’ roster and jersey numbers in numerical order. Although hard copies are provided in your packet from WMYSA, a blank electronic form can be found on the SWM and 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.
· A stamped addressed envelope with the statistician’s mailing address on it. The referee sends the game results in this envelope to him. This envelope was provided in the packet sent to each coach/manager at the beginning of the season by WMYSA.
· 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. Please check the information in the packet provided by WMYSA regarding reporting of scores.
IF YOU ARE THE AWAY TEAM, you should provide:
· One of the game reports (see above) filled out with your teams’ roster and jersey numbers in numerical order.
· 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. Please check the information in the packet provided by WMYSA regarding reporting of scores
TOURNAMENTS
· SWM Select soccer will provide each team the opportunity to attend two tournaments per year. The cost of two tournaments is included in every player’s fees. Generally, the Fall Tournament is chosen at the discretion of each coach; the Spring Tournament is a tournament that the entire organization will attend, chosen by SWM Select Board with input from coaches and managers.
· Each coach/manager is responsible for registering your team for tournaments. When you complete your registration, documentation should be provided to the SWM Board Treasurer to pay for your registration.
· If you are traveling to a tournament that is out-of-state, you may need approval from Michigan State Youth Soccer. Please go to www.michiganyouthsoccer.org for information on this. Permission (or notification to travel) will need to be requested via your team account in GotSoccer.
· Please pay special attention to the documentation requirements and check-in requirements for each tournament. These will often include: an official roster with a stamped registrar signature, notarized medical release forms, player cards, etc.
