TABLE OF CONTENTS San Carlos United Overview.......................................................................................................................... 2 Team Manager Job Description .................................................................................................................... 2 Resources ...................................................................................................................................................... 2 Team Roles .................................................................................................................................................... 3 Registrar .................................................................................................................................................... 3 Scheduler .................................................................................................................................................. 3 Uniform Coordinator................................................................................................................................. 4 Game Day Coordinator ............................................................................................................................. 4 Treasurer ................................................................................................................................................... 5 Volunteer Coordinator .............................................................................................................................. 5 Tournament Coordinator .......................................................................................................................... 6 Social Coordinator..................................................................................................................................... 6 Appendix A: NorCal Registration .................................................................................................................. 7 Step 1: Team Manager provides team and staff member information ................................................ 7 Step 2: SCU Registrar enters team and staff member information ...................................................... 8 Step 3: Team Manager creates account ............................................................................................... 8 Step 4: Team Manager enters player information ............................................................................... 8 Step 5: Supplying Confirmation Numbers into the Card Request ........................................................ 9 Step 6: How to Get Your Players in Kyck To Appear on your GotSoccer Roster. .................................. 9 Appendix B: CCSL Registration .................................................................................................................... 10 CCSL Registration Instructions for Coaches and Team Administrators .................................................. 14 How Do Coaches Register in Cal North’s Data Management System? ............................................... 14 Where Should Coaches Have Their Fingerprints Processed? ............................................................. 14
SAN CARLOS UNITED OVERVIEW Our club's mission is to give competitive youth soccer players in our community, a positive learning environment to have fun, reach their potential as soccer players, and grow as individuals.
TEAM MANAGER JOB DESCRIPTION The Team Manager role is a volunteer position, designed to be the liaison between the coaching staff and the player families. The manager is the primary point of contact with:
Player parents Club board League Competitor teams Paid coaches
The primary responsibilities of the manager are as follows:
Set expectations with players and families as agreed upon with coaching staff for being part of the team. For example, priority setting for soccer over other sports in the fall, playing time as it relates to practice or effort, tournament participation and fees. Good communication with team members is critical to the success of a team. Communicate with team parents. TeamSnap is the primary application used to communicate with team members. Oversee and coordinate responsibilities of other team volunteers.
RESOURCES SCU Club is set up to use TeamSnap, a groupware site for communication for maintaining contact information, player availability, sharing photos, payments, etc. You will receive an invitation to join. In addition, information about the Club can be obtained at the San Carlos United Soccer Club website, http://www.sancarlosunited.org.
TEAM ROLES Each team may decide to delegate responsibilities differently, however, the following roles are suggestions when starting a team. If you decide not to delegate responsibilities as outlined below, the Team Manager is responsible for completing these tasks. More detail on each role is provided below.
Registrar There are two playing leagues available to teams. San Carlos United has teams in both leagues. Coaches and Managers will discuss the best league for the team, and you will only have to register for one.
Norcal: refer to Appendix A for complete registration details CalNorth (CCSL): refer to Appendix B for complete registration details
All teams, regardless of league will need to maintain a team binder. Any or all of the forms in the binder can be requested if there is a challenge to a player or there is a conflict over field assignments. The following forms should be saved in the team binder: 1) League stamped goldenrod -- team transmittal 2) Player 1601s (CCSL) or R002 (Norcal) 3) Player birth certificates 4) Field use permit
Scheduler After the registration period ends, each league will post a tentative game schedule. The Field Manager for SCU will create a master schedule and provide times and fields for each team. The Scheduler must then work with the opposing team manager to schedule the game at the field and time required. The opposing team manager contact information can be found on GotSoccer and messages can be sent to the opposing team through the Chat feature in GotSoccer. Flexibility & patience are required with this process. You can move games to different days and times provided that you have confirmed availability with the Field Manager. As game times are agreed upon, the game/match, must be updated on the appropriate site for each league. Club Ref Liaison will use this data to schedule referees for the games. The GotSoccer website will generate emails to all parties. However, it is expected that an email be sent directly from 1 Team Manager/Scheduler to the other. This should include information like directions to the fields, special field use guidelines & parking tips.
Uniform Coordinator Uniforms are ordered directly through Pro Soccer in Redwood City. When teams are formed, it is helpful to have a primary point of contact to communicate uniform details with families. Individual families can place their orders directly with Pro Soccer. The SCU uniforms can be viewed on www.sancarlosunited.org (select the Players tab, then Uniform). Uniforms are an additional expense to the team dues. As such, the first season can be expensive for parents. Players are required to purchase a blue game day jersey, white game day jersey, blue and white socks and Adidas shorts. Each team can set the guidelines for parents regarding additional purchases like backpacks, jackets, etc. Pro Soccer 1235 Veterans Blvd. Redwood City, CA 94063 Phone: (650) 599-9900
Game Day Coordinator The Game Day Coordinator is expected to arrive at least 30 minutes before game time with the player cards. Players will not be allowed to play without an official player card. Managers/coaches should also bring the team binder. Manager should also advise the players of uniform color to be worn. This is typically set up in TeamSnap as a reminder for the parents. White is assumed for away games with Blue for home games. However, if the ref perceives a conflict, the home team is required to change. Each season there will be between 8-10 games. Half of these will be home games. The home team is responsible for: •
Supplying the game card (from GotSoccer): Two copies of the card should be brought to the game and provided to the ref upon their arrival at the field. A representative from each team must sign the card. Any guest players should be noted on the game card. Guest player cards must also be included with the regular team cards when given to the ref.
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Paying the refs At the conclusion of the game, the ref will return completed game cards to the home team manager. You will need to have the card signed by each of the refs before you pay them in order to complete the team financial and referee report for the club each year. (Refs fees are determined by the club and vary with the age of the players/the length of the halves.) In the event a yellow or red card is issued during the game, you’ll need to provide 1 copy to the away team manager. The final score must be posted using GotSoccer (You can download the Red Laser app to scan the match card and enter score). At the same time you’ll be asked to provide guest player numbers and any disciplinary actions (cards issued). This will also be your chance to provide feedback on the referee team.
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Making sure the field is set and putting the flags and goals away if yours is the last game of the day. For an away game, the other team is expected to do the same.
Treasurer When each team is formed, a treasurer should be selected. The treasurer will be responsible for the following key responsibilities: •
Establishing a team bank account. This account should be set up before any dues are collected. The club EIN is: 90-0527254. We have been granted tax-exempt status from both the Fed (under IRC Section 501(c)(3)) and California State (under R&TC Section 23701d(c)(1)) Tax authorities. The official club address is the home address of the president: San Carlos United Soccer Club, Inc. 112 Oakview Drive San Carlos, CA 94070-2914
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Working with coaches to determine team fees. There are several budget spreadsheets that can be used as a starting point. Key items that may be included in the budget are: o o o o o o
Standard coaching fee Per game fee Online evaluation and conferences Admin fee/technical director Club fees (for lighting, field use, etc.) Registration fees
The Treasurer maintains the Referee payment template and the Income & Expense template for reporting purposes.
Volunteer Coordinator Each team should recruit a volunteer coordinator. There are several events each year where each team is required to provide volunteers. The volunteer coordinator will work with the club Manager to recruit volunteers to fulfill these obligations. Two of the primary events that require volunteer participation from each team are:
Soccer-by-the-Bay Tournament: this tournament is held in August and SCU is one of the sponsoring clubs. Each team/squad must provide one field boss and 6-7 field marshals for the tournament. The field boss position is a full day commitment and the field marshal positions are a two-hour commitment. More information will be emailed out as the tournament approaches.
Annual club fundraiser: Each fall, the club holds a fundraiser. Each team is required to sell raffle tickets. The volunteer coordinator will find someone from each team/squad to coordinate this effort. In addition, each team must designate one person to assist with the planning and setup of the event.
Tournament Coordinator Some teams may decide to have a volunteer in charge of coordinating tournaments. The responsibilities might include:
Work with coaches to determine available/appropriate tournaments for each team Register teams for tournament Monitor schedule and update TeamSnap accordingly If the tournament is a travel tournament, reserve blocks of rooms
Social Coordinator The Social Coordinator role is an optional role, however, many of the younger teams find this helpful as the players all get to know each other. The social coordinator would be responsible for coordinating end of season parties and any other social activities the team may decide to hold.
APPENDIX A: NORCAL REGISTRATION The instructions below are for teams that want to register with USClub, play in Norcal and get passes and staff cards. USClub provides the player passes, Norcal does the league. The roster that is defined for USClub will be automatically imported into the Norcal database after a few days. You don't need to do anything to initiate this data transfer process. Please be aware that San Carlos United, as a Club, requires permission from the Director of Coaching before allowing a team to apply to the Norcal League and get USClub passes. We do this because we need to make sure that the proper people are notified, such as the Field Coordinator (Barbara/Jon) and the Referee Coordinator (Jodi/Rich) are aware and can be ready for this.
Step 1: Team Manager provides team and staff member information The information needed to get started consists of team and staff information only. Team information:
Team Name: e.g. "Waves 02G Blue". [Please use this format to be consistent with other teams]
Age Group: e.g. U12
Gender: e.g. Female
Staff Information: For each staff member on the team, provide the following information. Note that if staff members already exist in the USClub database from other SCU teams, only their name is needed. a. Staff Name b. Staff Email c. Staff date-of-birth d. Staff Gender e. Staff Phone number f.
Staff Address, City, State, Zip
g. Staff Title (choose only one of: Coach, Assistant Coach, or Manager). Important: Indicate if they are going to be the one requesting the passes and updating the player information. h. Staff Photo (optional) - the Team Manager can add this later before requesting the passes i.
Staff Background Check Application: http://www.usclubsoccer.org/resources/backgroundchecks/ Have each staff member complete this. Once they do, keep track of the Confirmation Number for each staff member. Note: If a staff has already done this for another team in the club then this step is not necessary. The SCU Registrar needs to keep track of all of the staff confirmation numbers, so send them along with the name of the staff. At some point in the registration process the Registrar will put the confirmation number on the record so that the staff's card can be ordered. See below, this happens after the Card Request is created but before the Cards can be printed]
Step 2: SCU Registrar enters team and staff member information The Registrar enters this information and you will receive an email asking you to create an account. The email will come from a domain called www.Kyck.com. Kyck is the website that processes the information for USClub. For those that already have accounts: The front entrance to Kyck.com, once you have an account is on the http://www.usclubsoccer.org/ page, via the login button. Once you go there, you login to Kyck.
Step 3: Team Manager creates account Team manager creates their new account from the link in the email they receive. If they manage more than one team this step is unnecessary since they already have an account from the first team. At this point you can start adding players to your team.
Step 4: Team Manager enters player information The Team Manager should start collecting the following player information well before this process so they have it ready. For more information on how to add each player to the team, go to https://kyck.desk.com/customer/portal/articles/1587873-how-do-i-add-a-new-player-to-kyck a. Name b. (parent) Email c. Phone d. Birthdate e. Photo f.
Jersey Number
g. Proof of Age (scan a Birth Certificate or Passport photo) h. Medical Release form (http://www.usclubsoccer.org/wp-content/uploads/2013/11/R002-YYouth-Player-Registration-Form.doc) This form you should keep on file in the team binder. You do not need to scan and upload it to the website. You simply will need to check a box that indicates that you "certify that you have it". The size of the Proof of Age file is limited to 2MB. Scanning at 600 dpi might produce a file that is too big. Try scanning at 300 dpi if this happens. Once all the information is entered, the manager Orders the cards. There is a Cards tab on Kyck where you do this. You will need to pay by credit card in advance depending on the number of players and staff. Each staff needs a separate card for each team that they coach/manage. Pass Card Fees The 2014-15 fees are as follows:
Player - Youth (age: up through 11) $14 Player - Youth (age: 12 through 19) $18 Staff (pass card valid up to 2 years) $15
The 2015-16 fees are as follows:
Player - Youth (age: up through 11) $18 Player - Youth (age: 12 through 19) $24 Staff (pass card valid up to 2 years) $25
Note that the fees are based on the actual real-life age of the player, not the U-age. For example an 11 year old player with a U12 pass should get charged $18 for the 2015-16 season. U12 teams will pay $18 for some players and $24 for others, depending on their birthday.
Step 5: Supplying Confirmation Numbers into the Card Request Once the card request is received, Kyck will request a background check confirmation number for each staff be put in. Here is how that works: A few days after submitting a card request, go back into the team and choose "Cards -> Previous Requests". Kyck will have a row for the card request with an indication of "User Response Required". Click on the corresponding View action. There you will see, for each staff card request, a link to Required Items and a link to Messages. If you click on the View link under messages, you may see a message indicating that the team manager should supply the confirmation number from the staff background check. You can place this conf# into the response field of the message. Check back every day or so to see if the Card Request is now considered complete by Kyck. You also need to have a staff photo uploaded by now, for each staff. Spring U8/U9 in norcal is $100/team. http://www.norcalpremier.com/leaguereg/region2/index_E.html Spring U10-U13 in norcal is $350/team. http://www.norcalpremier.com/leagues/u11u13/index_E.html Spring U14-U19 in norcal is $350/team. http://www.norcalpremier.com/leagues/u14u19/index_E.html For spring 2015: The SCU fees are the same whether playing NorCal or CCSL. It’s $175 per team plus $40 per player new to the club since the fall. If it’s a new team, there’s a one-time $250 team fee.
Step 6: How to Get Your Players in Kyck To Appear on your GotSoccer Roster. 1. Make sure they are added to the Official Roster in Kyck. 2. Make sure they are ALSO added to the Norcal Premier Roster in Kyck. Many teams forget this step. Be aware that it takes 24hrs from the time they are added in kyck until the automated data transfer process adds them to gotsoccer. 3. After waiting 24 hours from the time a player is added to the norcal roster in Kyck, they should appear on the gotsoccer roster for the norcal event. That allows them to show up on the game card. If you dont see a player on the game card that should be there, double check that they were (a) added to the norcal roster in kyck and (b) you have waited 24 hours since doing so. More info about creating NorCal rosters is here http://www.norcalpremier.com/Resources/803549.html
APPENDIX B: CCSL REGISTRATION You will need to register & become familiar with the following websites:
CCSL website: http://www.ccslcoast.org/ Redwood Junior League website: http://www.redwoodsoccer.org Got Soccer: https://home.gotsoccer.com/
These are the sites used for managing the roster, schedule, reporting scores and registration. All the forms necessary can be found on these sites or links to any missing forms. Depending on the playing level of your team, you might also use http://www.calsoccerleague.org/ website for tournaments. Visit SCU Club Website: http://www.sancarlosunited.org, select the Registration tab, then select Information & Forms:
Teams may now upload birth certificates/passports and signed 1601 forms, as well as player and adult photos, directly into the RWL site. New adults must access the 1650 Risk Management form through the Affinity Sports registration site.
1. Registration with CCSL Playing League (www.calnorth.org/ccsl/ccsl/ and www.gotsoccer.org) Teams pay for the playing league based on instructions at the above websites. Teams must apply and pay for CCSL Fall league online at the Got Soccer website. This fee is NOT paid to RWL. NOTE: Deadlines for CCSL are set by Cal North. It is each team’s responsibility to review the Cal North website and register within the stated deadline. RWL and CCSL deadlines are NOT the same. You do not register for CCSL via RWL site. 2. Registration with RWL Registration League (www.redwoodsoccer.org) All teams must complete a new registration of their team on the RWL site and submit a current team transmittal to the CLUB registrar. (Note: a RWL team transmittal is always a “draft” roster. It should never be considered as the final playing roster.) a. Team payments: Before printing out the team transmittal, payment should be made to RWL (www.redwoodsoccer.org/payments) via PayPal, based on the following schedule: • Team: $30 • Player: $15 each • Adult: $10 each b. Team roster sizes: • U10 and younger: minimum to register: 10; maximum roster: 18 • U11 – U13: minimum to register: 13; maximum roster: 18 • U14 and older: minimum to register: 13; maximum roster: 22
c. Player Registration Players’ registration documents must include: 1. A 1601 Registration Form (a new version is shown below) completed and signed (highlighted areas are mandatory). Please try to minimize hand-written 1601 forms…forms can be completed online, and then printed out for signature. Teams should upload a signed copy into the RWL site or submit a copy as part of the registration packet. (Note: mother’s birthday is no longer needed) 2. Proof of Age (POA): A copy of the player’s birth certificate or passport (if not previously registered with Cal North within the past two years up through the fall of 2013) should be uploaded into the RWL site, or submitted as part of the registration packet 3. A player photo – can be uploaded into the RWL player profile site: • No larger than 1.5” H x 1” W • Head shot only • No hats or dark glasses d. Adult Registration All new adult (18 and older) staff (those who did not register in the 2013-2014 soccer season) need to register in the official Cal North Data Management System as an administrator and have an approved background check entered in the system prior to being rostered to a team. Detailed instructions appear at http://www.calnorth.org/programs/risk_management/coaches_and_admin/ (PLEASE READ the Risk Management section at the bottom of this document) • • • • •
A scanned copy of the completed LiveScan request form (that includes the system “ATI #”) must be included in the registration materials A photo – can be uploaded into the RWL adult profile site No larger than 1.5” H x 1” W Head shot only No hats or dark glasses
Coaches who are minors (under 18) do not need to complete a background check, but must submit form 1660 (see example at bottom of document) to the Cal North State Office. All approved 1660s are valid until the minor turns 18 years of age, at which point they will need to be fingerprinted. Please note: All of the above requested team registration information for players and adults should be provided by no later than July 6 in one of the following ways: •
(Most preferred) Electronic: all documentation uploaded into the RWL site, OR all documentation e-mailed to Alan Fitch at
[email protected]. • Hard copy: all documentation provided in hard copy form in a well-marked envelope (listing team name, number and age/gender). Please do not submit original documentation, as it will not be returned. e. Team Registration “Packet” – the team’s electronic or hard copy team registration packet should include
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One completed team transmittal form from the RWL site. The “status” field should show “Paid as of xx/xx/xxxx”. All players and adults should show the payment date in the “Adult” or “CYSA” column. Teams must have at least one adult on the transmittal form One completed 1601-membership form for each player (in the same order as on the RWL team transmittal form). The team keeps the wet signature copy. POA for each player not registered within the last two soccer seasons. POA documents written in a non-Latin alphabet (A, a, B, b, etc.) must have a Foreign Document Translation Form, or a notarized translation document, submitted with the POB document.
What the teams will receive back: Cal North team passes and goldenrod (official) roster. The backside of the player pass will have the medical liability release with the contact / doctor info printed. Parent will need to sign the pass (can be done after lamination by signing a piece of tape covering the signature field) Lamination services are available through your League Registrar for $40.00 per team (includes fall and spring seasons). Payment should be made by separate check made out to Tony Johnson. Service includes laminated passes, pass card ring and lanyard. After initial fall registration: roster change materials can be uploaded to the RWL site or emailed to Andy Anagnostou at
[email protected]. 3. Player Adds, provide: • Updated team transmittal from RWL site that reflects player add and payment • One (1) copy of signed 1601 form • One (1) copy of player POA if player was not registered within the past two soccer seasons • $15 payment (via PayPal) per added player 4. Adult Adds: all new adults (18 and older) must go through Live Scan Fingerprint Background Check program discussed above. Additionally, the following information must be submitted to the League Registrar: • Updated team transmittal from RWL site that reflects adult add and payment • Copy of completed Live Scan Request Form, showing the ATI # • $10 payment (via PayPal) per added staff member 5. Player Transfers. Teams are allowed unlimited transfers within the Redwood League and five (5) transfers from outside of the Redwood League. What is needed: • Updated team transmittal form • 1606 Roster Change Form with two signatures (parent & releasing coach), • Existing Player Membership Pass. Transfer Process: a. Process: A copy of the signed 1606 form should be made. b. Releasing team: Provide signed Form 1606 Team Roster Change Form to transferring player/family/accepting team c. Provide copy of 1606 form and Player Membership Pass to releasing Club Registrar d. Releasing Club Registrar provides 1606 form copy and Player Membership Pass to League Registrar.
e. Accepting team: f. Provide signed 1606 form to Club Registrar who submits to League Registrar to match up with Player Membership Pass 6. Player Releases: According to the Cal North Team Manual, a player may be released from a team by the coach only if the player is unable to play for one of the following reasons: • The player has violated US Youth Soccer Cal North or League rules. • The player has moved beyond a reasonable distance. • The player is injured in such a manner that the player will not be able to participate for the remainder of the seasonal year. • Dissolution of team. Additionally, a player may voluntarily request to be released from a team. To release a player, the team must turn in the following: • • •
Updated team transmittal form 1606 Team Roster Change in Status Form – requires signatures from a parent and releasing team official Player pass
Once released, the player will be placed in District Drop Pool. A previously released player is no longer required to be transferred back onto the player’s original team. San Carlos United Club fees: • • • •
Team fee of $275 per team (11v11 teams) or $200 (8v8 teams) Per player fee of $90 (includes DOC and Field Use fees) New team fee of $250 for any team not previously registered with San Carlos United SCU Club fees must be paid via team check and may be dropped off at my house or mailed to me.
CCSL Registration Instructions for Coaches and Team Administrators All new adult coaches need to register in the official Cal North Data Management system as an administrator and have an approved background check entered in the system prior to being rostered to a team. The preferred and highly recommended method of registration is via the online process. Registering at the state level must be completed at least once. Doing so will provide the coach with a user name and password which ensures access to tools offered to account holders in the system; including searching and registering for courses and events, updating user account info, printing out completed forms, licenses/certifications awarded upon completion of a Cal North Coaching Course, and reviewing rosters. Coaches must go to an approved Capital Live Scan vendor to have their prints processed in the most efficient manner.
How Do Coaches Register in Cal North’s Data Management System? To register in the system, please visit the Cal North Data Management System (http://calnorth.affinitysoccer.com) and follow these steps: 1. On the main Cal North Data Management System landing page, please click on the “Cal North Risk Management Registration>>” registration link in the right hand column. 2. If you are a returning user, you can login with your existing account. If you are a new user, please use “Option 2” and press the “ Create New Account ” button at the bottom. 3. Once you have established an account (please make sure to use your full legal name on all documents and forms) and logged in, press the “Continue” button at the bottom after you are done adding any new players or other Parent/Guardians if necessary. 4. Click on the “Register as a Coach/Admin” button in the right most column on the row indicating your name. 5. A new window will appear, in the Play-Level drop down list, select “Risk Management”. 6. Complete all fields in the form that is displayed, and press the “Save” button at the bottom. 7. The new window will close, and you will be able to press the “Continue” button. 8. Agree to Electronic Legal Agreement. 9. Press the “No Payment Due, and Continue” button at the top. 10. Press the “Print Receipts and Forms” button to obtain your “Request for Live Scan Form”. You will need to present this form to the Capital Live Scan vendor that will be processing your fingerprints. Should a coach not have access to a computer that is Internet ready, the coach must fill out form 1650 and provide it to their league registrar. The league registrar will then manually add the adult as an administrator to the system. Please note, this process is not recommended. Manually adding an adult to the system will not allow the adult to take advantage of the tools offered to account holders in the system, and will result in a delay in processing.
Where Should Coaches Have Their Fingerprints Processed? Upon registering in Cal North’s Data Management System as an administrator, and printing out their Request for Live Scan Form, coaches can either go to a league sponsored event or an approved Capital Live Scan Vendor.
Please contact your club for information regarding upcoming fingerprinting events, or view the calendar of upcoming events. If your club is not having a fingerprinting event, please visit the Capital Live Scan website for details on local vendors in your area. Please make sure full legal names, and dates of birth on all documents and forms are used as required. Failure to submit accurate information will result in delays in processing. Additionally, coaches should request a copy of the completed request for live scan form if they are visiting an approved vendor, and fax the completed form to the fax number indicated at the top of the form. Please submit a copy of the Live Scan Request Form (with ATI# showing) as part of registration submission. Coaches who are minors (under 18) do not need to complete a background check, but must submit a completed / signed Form 1660 (example below) to the League Registrar every seasonal year. All approved 1660s are valid until the minor turns 18 years of age, at which point he/she will need to be fingerprinted.
