Team Manager Guidebook - SportsEngine€¦ · 20/02/2020 · 10. Next, you need to check to see if you have a photo in your SportsEngine profile card. If you do not, you will see

Updated 02/20/2020

Team Manager Guidebook

Team Manager’s Season Checklist

☐ Update your SportsEngine profile- profile photo, date of birth, and address must be entered

☐ Complete the SafeSport certification

☐ Complete the SidelineSports Doc certification

☐ Complete your Background Screening

☐ Upload Profile Photos of the players on your roster in your team’s GotSoccer account

☐ Upload Birth Certificates of the players on your roster in your team’s GotSoccer account

☐ Upload the completed Medical Waivers of the players on your roster in your team’s GotSoccer account

☐ Enter in each player’s jersey number, if known (can do this at any time- not mandatory until printing a gamecard)

☐ Generate US Club Soccer Player’s and Coaches Passcards

☐ Generate Gamecards for upcoming TCSL games

☐ Familiarize with HFC United & the TCSL rescheduling process

☐ Collect team and tournament fees from each family and work with your coach and team to select tournaments

☐ Explain HFC United’s Volunteer Requirement Policy for all traveling soccer families and collect deposit checks

☐ Utilize your team’s page on the HFC United website, and use the SportsEngine app to manage team games & trainings

1. YOURSELF (TEAM MANAGERS)

2. YOUR PLAYERS

3. YOUR TEAM

TABLE OF CONTENTS

YOURSELF (TEAM MANAGERS)- TASKS TO COMPLETE 7

UPDATING YOUR USER PROFILE IN SPORTSENGINE 9 COACHES, TEAM MANAGERS, & STAFF- COMPLETING YOUR US CLUB SOCCER ELIGIBILITY REQUIREMENTS 11 HOW TO UPLOAD SAFESPORT & SIDELINE SPORTS DOC CERTIFICATIONS TO YOUR PREVIOUSLY SUBMITTED BACKGROUND SCREENING APPLICATION 15

TASKS TO COMPLETE FOR YOUR PLAYERS 19

COACHES, TEAM MANAGERS, & STAFF- COMPLETING PLAYERS US CLUB SOCCER ELIGIBILITY REQUIREMENTS 21 US CLUB SOCCER & US YOUTH SOCCER MEDICAL WAIVER FORM 27

TASKS TO COMPLETE FOR YOUR TEAM 29

GENERATING & PRINTING US CLUB SOCCER PASSCARDS 31 GENERATING & PRINTING GAMECARDS 33 RESCHEDULING OF GAMES 35 TEAM FEES & TOURNAMENT FEES POLICY & PROCEDURE 39 SAMPLE OF TEAM FEES REIMBURSEMENT 41 TEAM MANAGER’S ROLE REGARDING VOLUNTEER REQUIREMENTS OF PLAYER’S FAMILY 43 HFC UNITED- 2020 VOLUNTEER FORM 45 TEAM MANAGEMENT TOOLS 47

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Tasks to Complete for Yourself as a Team

Manager

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Updating User Profile in SportsEngine

1. Go to HFCsoccer.org2. Click “Sign In” in the upper right corner of the webpage.

3. Click on your Profile in the upper right corner of thewebpage. This will be a circle with either your photo or yourinitials within the circle.

4. Click on “Settings.”5. Click on “Household” from the left column of options.6. Select your profile card.

7. Click on the “Pencil” icon in your “Profile Information” card. 8. Complete the optional fields-

a. Date of Birth b. Genderc. Phone

Note- Even though these fields say optional, they are needed for registration with US Club Soccer in order to be registered as a coach and/or manager or club staff. Coaches cannot receive a coaching passcard with US Club Soccer without being registered, so these “optional” fields are necessary in order to coach a game.

9. Click on the “Save” icon.

10. Next, you need to check to see if you have a photo in your SportsEngine profile card.If you do not, you will see your initials in the circle icon above your profileinformation card.

11. To add a photo, click on the circle icon with your initials within (and a camerawatermark shown inside the circle as well).

12. From there you can upload a photo and click “save.”13. This photo is needed for showing up on your US Club Soccer passcard.

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Coaches, Team Managers, & Staff- Completing Your US Club Soccer Eligibility Requirements

Pursuant to U.S. Soccer rules, staff registration is required of all individuals working with or managing youth players, regardless of whether they are volunteers or paid staff, or registered with another U.S. Soccer member organization. This includes all coaches, assistant coaches, and team managers assigned to a team with youth players.

Adult participants must complete the following once during US Club Soccer’s governing season for coaches and staff (lasting two years and ending on 07/31/20xx of the second year).

1. Membership purchase → Done by HFC United on your behalf2. Background screening3. SafeSport training4. Sideline Sports Doc (SSD) training5. Disqualification/suspension verification → Verified internally by US Club Soccer

Membership Purchase

Cost to Complete- $25 → Completed by HFC United on your behalf

After HFC United purchases a membership for you as an adult staff member, you will receive an email from SportsEngine with individualized links to complete any outstanding membership eligibility requirements. These links are also accessible via your SportsEngine dashboard.

Background Screening → COMPLETE THIS REQUIREMENT AFTER SAFESPORT & SSD IS COMPLETED

Cost to Complete- $18 → HFC United will provide a prepaid code to cover the cost

As stated above, after a membership is purchased on your behalf you will receive an email from SportsEngine listing the outstanding membership eligibility requirements. This email will contain a link to complete the background screening. The link will also be available via your SportsEngine user profile, or you may complete the background screening application directly via this link- https://usclub.sportngin.com/register/form/317485477?_ga=2.255789706.324667803.1563995974-1240180067.1547950476.

Complete the background screening application and the result will automatically be reflected within your membership eligibility status in the US Soccer National Registration System (NRS).

NOTE: Please complete the background screening after completing your SafeSport and SSD training requirements. The background screening verifies that you completed those two requirements, and if you complete the background screening before this, you will have additional steps to take to get your SafeSport and SSD training certifications uploaded into the NRS.

SafeSport Training

Cost to Complete- FREE

The U.S. Center for SafeSport Core online training covers the following subjects: sexual abuse, hazing, bullying, emotional misconduct, physical misconduct, harassment (non-sexual) and reporting obligations. Completion takes around 90 minutes, and you may save your progress and pick up where you left off at a later time.

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https://usclub.sportngin.com/register/form/317485477?_ga=2.255789706.324667803.1563995974-1240180067.1547950476

https://usclub.sportngin.com/register/form/317485477?_ga=2.255789706.324667803.1563995974-1240180067.1547950476


Access the course via the unique link in the "outstanding membership eligibility requirements" email you will receive once a membership is purchased on your behalf. That link will also be available via your SportsEngine user profile. Completion will automatically be reflected within your membership eligibility status in the NRS.

NOTE: If you…

A. have not completed your background screening, but have already completed the “Core” or“Refresher” SafeSport training via any method other than the unique link in the "outstandingmembership requirements" email or your SportsEngine user profile (example: managed orcoached for another sport or organization), then you may upload your certificate into yourbackground screening application for manual verification by US Club Soccer.

B. have previously completed your background screening before completing your SafeSporttraining, then follow the steps in the “How to Upload SafeSport & Sideline Sports DocCertifications to Your Previously Submitted Background Screening Application” guide (click hereto access this guide).

Sideline Sports Doc (SSD) Training

Cost to Complete- $5 → HFC United will provide a prepaid code to cover the cost

This online training course is designed to improve on-field triage of the following key injury situations:

1. The SAFE Method – initial evaluation of an on-field injury2. Ankle & Foot Injuries3. Concussions4. Fractures5. Heat Illness6. Knee Injuries

This training also included US Soccer’s “Concussions in Soccer” video, and takes around 60 minutes to complete. You are able to save your progress and resume where you left off.

Access the course via the unique link in the "outstanding membership eligibility requirements" email you will receive once a membership is purchased on your behalf. That link will also be available via your SportsEngine user profile. Completion will automatically be reflected within your membership eligibility status in the NRS.

NOTE: If you…

A. have not completed your background screening, but have already completed the SSD trainingvia any method other than the unique link in the "outstanding membership requirements"email or your SportsEngine user profile (example: managed or coached for another US ClubSoccer member club), then you may upload your certificate into your background screeningapplication for manual verification by US Club Soccer.

B. have previously completed your background screening before completing your SSD training,then follow the steps in the “How to Upload SafeSport & Sideline Sports Doc Certifications toYour Previously Submitted Background Screening Application” guide (click here to access thisguide).

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Disqualification/Suspension Verification

Cost to Complete- Nothing → Verified internally by US Club Soccer

This is verified internally by US Club Soccer, and will be reviewed after all membership eligibility requirements are satisfied.

Other Requirements

Make sure both your SportsEngine user profile photo is uploaded (see the “Updating User Profile in SportsEngine” guide for details), as well as your Got Soccer manager or coaches profile photo is uploaded. These will ensure that your US Club Soccer passcard will display your photo- you will have to present this at Twin Cities Soccer League (TCSL) games and possibly tournaments not sanctioned by TCSL or US Club Soccer (as many local and away tournaments are sanctioned by US Youth Soccer).

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How to Upload SafeSport & Sideline Sports Doc Certifications to Your Previously Submitted Background Screening

Application

1. Go to www.usclubsoccer.org/resources

2. Select the “Access US Club Soccer’s National Registration System, powered by SportsEngine”link.

3. You should see the SportsEngine “Welcome” screen. Input your email address and select“Next.” Then input your password and select “Sign In.”

4. Go to the upper right corner and click the blue circle with either your initials or your profilephoto.

5. Click on “My Account.”

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http://www.usclubsoccer.org/resources


Application

6. Select “Household” (or you may show “Profile”) on the left-hand column of your screen.

7. Now click on your profile. It may show your photo, or it may be a blank, grey sillowette image.

8. Click on “Registrations”, then click on the respective background screening application.

9. Click on the “Pencil” icon in the “Applicant Information” section of the webpage.

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Application

10. Scroll down to the “Sideline Sports Doc (SSD) training” and “SafeSport Training” sections. If theradio buttons are selected as “NO,” then change the radio buttons to the “YES” option.

11. Once that is completed, the page will now display the certificate upload function. Upload yourcompleted certificates.

12. Once the document(s) have been uploaded, scroll to the bottom of the page and click on the“SAVE REGISTRATION ENTRY” button.

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Tasks to Complete for Your Players

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Coaches, Team Managers, & Staff- Completing Players US Club Soccer Eligibility Requirements

Just as staff, managers, and coaches have eligibility requirements, players have requirements that need to be completed by either the team manager, coach, or HFC United staff in order for the player to be “verified” and “eligible” to be able to participate in trainings, practices, and, most importantly, games.

Many of these tasks could be done by the player’s parent or guardian, but this would be cumbersome, as a team manager or club administrator would need to look-up and give each and every parent or guardian their child’s GotSoccer username and password. Administratively, this process is best done by the team managers (or coaches in certain situations) with assistance from HFC United’s administrator if needed.

Three crucial items are needed in order for the player to be submitted by HFC United’s administrator for verification- without these items being taken care of, the player is not verified and is “ineligible” to participate and no players passcard will issued (as well as the gamecard for all Twin Cities Soccer League (TCSL) games will not list the player).

The following items are needed to be uploaded for each player before the TCSL verifies the player “eligible” to participate-

1. Player Photo → used for player’s passcard and on gamecard roster2. Copy of Player’s Birth Certificate3. Medical Waiver Form

To upload these items, the team manager (or coach or HFC United staff in certain situations) must first log-in to their team account at GotSoccer.

Note: Some, possibly all, of the players on your roster may already be “eligible” and are not required to re-submit a birth certificate. An example of this would be if a player played in the fall travel season, they would not need to have this uploaded again, as the birth certificate has already been reviewed by the TCSL and is not necessary.

Verified players are indicated by this icon on the “Roster” tab of your team account, under the player’s “DOB” column in GotSoccer.

Note: You should still upload a medical waiver form (if none is shown to be uploaded in “Documents” (explained later on in this guide) and updated player’s photo even if the player is verified.

1. Go to www.gotsoccer.com and click on “Login” in the upper-right corner of your screen.

2. Click on “Member Account” to display the list of various account log-in pages. 21

http://www.gotsoccer.com/


3. Click on “Login” under the section for “Teams & Team Officials.”

4. Enter your “Username” and “Password” under the “Team Account” section. Then click on“Login.”

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Uploading Player Photo

5. Click on the “Roster” tab.

6. Click on the link for the player’s last name that you want to upload the required items.

7. You are now directed to the “Player Info” tab which has information on the player’s account-Player ID, Contact Information, and other items of interest.

8. Go ahead and enter in the “Jersey #” in the “Additional Information” section (if known).

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9. Under the “Player Photo” section, click either “Change” if you are changing an existing photo fora newer photo, or click on “Upload” if there is no photo currently shown for the player.

OR10. Click “Choose File” and select a photo to upload.

Note: The photo must be a .jpg or .gif file that is less than 1 MB. The photo must be an in-focus, passport-style portrait photo of the player.

11. Click on “Upload Image” button.

12. You will now be directed back to the “Player Info” tab with the player’s photo visible in the“Player Photo” section.

13. Click on the “Update” button in the “Contact Information” section of the “Player Info” tab tosave your changes.

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Uploading a Copy of a Player’s Birth Certificate

14. Next click on the “Documents” tab.

15. Click on “Upload Document for Hastings FC (MN).”

16. In the “Secure Document Upload” section, enter “Birth Certificate” in the field below “FileDescription (Optional).”

17. Next, click on the “Choose File” button.

18. Upload a copy of the document.

19. Click on the “Upload File” button to attach this file to the player’s account.

20. The uploaded document will be shown as the following-

Uploading the Player’s Medical Waiver Form

21. Since you are already in the Documents” tab, click on “Upload Document for Hastings FC (MN).”An image of this is shown in step # 20 above.

22. In the “Secure Document Upload” section, enter “Medical Waiver MM-DD-20XX” in the fieldbelow “File Description (Optional).”

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23. Repeat steps # 17-20 to finish the uploading of the medical waiver form.

Note: Team managers should keep a copy of all medical waivers on hand at all games and tournaments. Every tournament requests that the team manager provides a copy of the medical release forms for all players playing when checking in a team at the tournament site.

What’s Next after all required items are received and entered into GotSoccer?

24. Email HFC United’s club administrator ([email protected]). It is also wise tocopy the director of traveling soccer at [email protected]. It may be best toemail a batch of players who are complete rather than one each time to the club administrator.

25. The club administrator will then go through the verification process through TCSL to get theunverified players registered with US Club Soccer so that the status of the player changes to theverified symbol (shown and explained on the first page of this guide).

Note: Any players not verified cannot play in games or tournaments without being verified. So it is crucial that all player’s parents provide this to the team manager as soon as possible to avoid having any player sit out a game due to the lack of timely submission of these important items. Registering the player provides insurance for the player and HFC United, as well as keeps the integrity of the youth game by registering the youth player with US Soccer.

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mailto:[email protected]

mailto:[email protected]

I hereby consent to the above-named club registering me with US Club Soccer. I understand that I may be registered to only one US Club Soccer member club at any time. [Note: it will not be necessary to complete this form again as long as the player is with this club, which will hold this form unless requested by US Club Soccer.]

This form must be retained by the club for at least five (5) years or until the player’s 18th birthday, whichever occurs last.

Player’s Name: Birth Date: Gender:Street Address: City:State: Zip: Email Address:

Parent Name: Home Phone: Bus Phone:Email Address: Cell Phone: Receive Texts?Parent Name: Home Phone: Bus Phone:Email Address: Cell Phone: Receive Texts?

In an emergency when parent/guardian cannot be reached, please contact the following:Name: Phone 1: Phone 2:Name: Phone 1: Phone 2:

Please list player allergies:Please list other medical conditions:

Physician: Phone 1: Phone 2:Medical/Hospital Insurance Company: Phone:Policy Holder’s Name: Policy #:

Player’s Signature Date Parent/Guardian Signature Date

Club Name: City: State:League Name:

YOUTH PLAYER REGISTRATION FORM

I hereby give my consent to have an athletic trainer, coach, team manager, emergency medical technician, nurse, medical treatment facility, and/or doctor of medicine or dentistry or associated personnel provide the applicant/participant with medical a an an a n an a nan a n a an an a n n -stand treatment for injury will be based on information provided herein. I hereby authorize emergency transportation of the applicant/participant to a medical treatment facility should an individual listed above consider it to be warranted. I recognize the possibility of physical injury associated with soccer, and hereby release, discharge, and otherwise indemnify the club, US

n an a a an a n an an a a nnorganizations, against any claim by or on behalf of the soccer player named above as a result of that player’s participation in US Club Soccer programs and/or being transported to or from the same, which transportation I hereby authorize.

MEDICAL TREATMENT AUTHORIZATION AND LIABILITY WAIVER

PLAYER’S MEDICAL INFORMATION

Signature: Date: Relation to player:

Form #R002-Y – 5/2012

/s/ /s/

/s/

PARENT/GUARDIAN CONSENT AND PLAYER MEDICAL RELEASE FORM

First Name: Last: Date of Birth: Gender:

Address: City: State: Zip:

EMERGENCY INFORMATION

Father’s First Name: Last: Home Ph #:

Mother’s First Name: Last: Home Ph #:

In an emergency, when parents cannot be reached, please contact:

First Name: Last Home Ph #:

First Name: Last Home Ph #:

Allergies:

Other Medical Conditions:

Physician First Name: Last: Home Ph #:

Work Ph #:

Medical and/or Hospital Insurance Co.: Office Ph #:

Policy Holder: Policy #: Group #:

PLEASE COPY BOTH SIDES OF YOUR HEALTH INSURANCE CARD AND ATTACH TO THIS FORM PARENT/GUARDIAN CONSENT AND MEDICAL RELEASE

Recognizing the possibility of injury or illness, and in consideration for US Youth Soccer and members of US Youth Soccer accepting my son/daughter as a player in the soccer programs and activities of US Youth Soccer and its members (the "Programs"), I consent to my son/daughter participating in the Programs. Further, I hereby release, discharge, and otherwise indemnify US Youth Soccer, its member organizations and sponsors, their employees, associated personnel, and volunteers, including the owner of fields and facilities utilized for the Programs, against any claim by or on behalf of my player son/daughter as a result of my son's/daughter’s participation in the Programs and/or being transported to or from the Programs. I hereby authorize the transportation of my son/daughter to or from the Programs.

My player son/daughter has received a physical examination by a licensed medical doctor and has been found physically capable of participating in the sport of soccer. I have provided written notice, which is submitted in conjunction with this release and attached hereto, setting forth any specific issue, condition, or ailment, in addition to what is specified above, that my child has or that may impact my child's participation in the Programs. I give my consent to have an athletic trainer and/or licensed medical doctor or dentist provide my son/daughter with medical assistance and/or treatment and agree to be financially responsible for the reasonable cost of any such assistance and/or treatment.

Signature of Parent/Guardian Date/s/

Tasks to Complete for Your Team

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Generating & Printing US Club Soccer Passcards

The US Club Soccer passcards are needed for team managers and coaches for Twin Cities Soccer League (TCSL) games. All passcards, coaches, team managers, and players, should be carried and presented at all tournaments, as many tournaments are sanctioned by US Club Soccer, US Youth Soccer, USSSA Soccer, or another sanctioning youth soccer body.

Team managers should laminate each player’s passcard and maintain a copy, as stated earlier, for all tournaments.

Once logged-in to your team’s GotSoccer account, follow these steps to access and print your team’s US Club Soccer passcards.

Note: Only passcards for eligible players will be generated and able to print.

1. Teams can now log into their team account and access the documents. Once logged in to theteam account, click on the appropriate event in which you are printing the passes for. Typically,the passes will be printed for the TSCL fall or summer season.

2. Click “Documents” on the next screen.

3. Assuming that HFC United has generated these for the team in question, the documents willshow up for download on the next screen.

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Generating & Printing US Club Soccer Passcards

4. The US Club Soccer passcards and US Club Soccer official roster will export as follows-

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Generating & Printing Gamecards

Gamecards are generated through GotSoccer and need to be brought to the field for EACH game. These are to be printed from your GotSoccer team account. If you are unsure what your team account login credentials are, contact your club administrator.

It is strongly advised that you also add jersey numbers to players prior to printing off your game card(s).

Note: Only approved, “verified” players will be able to be added to the GotSoccer gamecards that team managers will have access to printing.

Teams must have at each match the following:

A. GotSoccer gamecard with player photos shown ANDB. US Club Soccer passcard for each adult coachingC. Physical US Club Soccer players passcard are not required for TCSL matches, but it is good to

have on hand just in case (these are mandatory at tournaments)

1. Once logged into your GotSoccer team account, click on the link under the “Roster” column for theevent that you are trying to print a gamecard for.

2. If your roster is not yet generated for the event, click on the “Generate Roster” button. You will onlydo this once per season. If this is already done for your team, then skip to step # 3.

3. Add any “Club Pass” players (if necessary) from within HFC United that you would like to add to yourgamecard. Click the “Add Club Pass Player” button to do so. Select the player’s age and input his/herfirst and last name. The system will search for players that match the criteria. Click “Find Players”and then add the player.

Note: Only those players verified and approved by US Club Soccer can be added to the roster!

The “Club Pass” is used for a player that is not assigned to your team permanently but instead is a player from within HFC United that is playing with your team for a specific match.

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Generating & Printing Gamecards

4. Once all players are added to your roster, you can export a gamecard. In the “UpcomingSchedule/Game Cards” section you can download a PDF of your upcoming match’s gamecard.

Click on the link next to the PDF icon.

5. Your gamecard will look like the image shown below. Bring one of these for each TCSL match.

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Rescheduling of Games

The Twin Cities Soccer League (TCSL) has a window period after team registration is closed where teams can “Blackout” a certain number of dates that are not ideal for games to be scheduled on. HFC United’s club administrator or director of travel will manage this and communicate with each team manager before the season regarding this period, and will blackout any dates provided to them from a team.

Shortly after the blackout period ends starts the TCSL will release each team’s schedule. This period will contain a small window for reschedules due to conflicts of schedules. Opposing clubs may reach out to the team manager and/or the head coach to ask for rescheduling a game.

Rescheduling a game may also happen after the finalized schedule is published for unexpected delays of playing a game, such as a heat advisory or weather cancellation.

Here is the process in order to coordinate with the opposing team and to request a rescheduling of a home game for HFC United.

1. Once logged-in to your team’s GotSoccer account, view your upcoming schedule by clicking on“View” under the Schedule column for the season.

2. Click on the “Chat” button next to the corresponding game you wish to reschedule.

3. All previous messages will appear in the body of the window. New messages are typed in at thetop. If you are not receiving return messages you can press the “Notify Team” buton which willsend an additional email to the other teams’ coaches and team manager(s).

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4. You must agree to two differing dates where both teams agree will work to get the game in.

5. After both your club and the opposing club have two differing dates to reschedule on, you mustgo to the HFC United website (www.hfcsoccer.org) and complete an ‘HFC United GameReschedule Request” form. The form is found on the HFC website by using the follwing steps-

a. Select “Information” and “Fields” from the drop-down options.

b. Click on the “HFC United Game Schedule Request” button.

6. A Google Forms page will now show in your browser. Complete the required fields from all fourpages of the form

7. Click on the “Submit” button. A copy will be emailed to you.

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http://www.hfcsoccer.org/


8. The HFC Field Coordinator will make every attempt to review and approve a request within 48hours.

9. Once the HFC Field Coordinator approves one of the rescheduling dates you must now finalizeyour reschedule by completing another form, this time to the TCSL. The form can be foundhere- https://form.jotform.com/92277616981166

10. The TCSL office will confirm, via email, once the reschduling request is approved and GotSocceris updated with the new date/time.

11. You should then use steps # 1-3 to chat and notify the opposing team that the TCSL hasapproved the new date/time for the rescheduled game.

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https://form.jotform.com/92277616981166

Team Fees & Tournament Fees Policy & Procedure

Unlike other soccer clubs in our area, HFC does not include the cost of tournaments into our registration fees. HFC wants to give each team the freedom to choose what the number of tournaments are appropriate to meet each team’s needs- a Girls U17 Cities/C3 team may want to play in one tournament due to player’s outside commitments, while a Boys U12 State/C2 team may want to play in 3-4 tournaments in an effort to work towards being a Regional/C1 team.

This does however put a burden onto the team managers, as some teams divide tournament costs evenly amongst the team’s players regardless of a player’s ability of playing in tournament or not, while other teams only places the cost burden on the player’s that will be at the tournament. Some team managers have limited resources to pay for tournaments upfront, while others struggle with getting the player’s parents to pay for their fair share of tournament costs.

Regardless of the process that each team employs, the no team manager should be out hundreds of dollars if a player’s parents do not pay their share of tournament costs, and each team manager should be afforded the opportunity to reach out to HFC if the registration costs for tournaments places an immediate financial burden on the team manager.

HFC wants each team to have the freedom in choosing which tournaments are appropriate, while assisting in the process, if needed. In doing so, HFC has approved the following “Team Fees & Tournament Fees” policy and procedures.

1. Each team is expected to register for the following number of tournaments- a. Fall Season (does not include a league “State Championship” or “State Cup”

i. None, but encouraged to fit one tournament into this condensed season, ifpossible

b. Summer Season (does not include a league “State Championship” or “State Cup”i. 2-3 tournaments, with an attempt to schedule an overnight “away”

tournament,” ORii. If less than 2 tournaments- Must be discussed and approved by the Boys or Girls

Director of Coaching (DOC)2. To be consistent across all teams, all team fees and tournament fees must be divided equally

amongst all players. If the financial situation and ability to pay is an issue with the family of aplayer, the player’s parent should contact the treasurer or president of HFC to discuss potentialfinancial assistance options.

3. Team managers have two choices when deciding on how to collect team fees and tournamentfees

a. Team managers can continue to collect funds and register for team fees andtournament fees on their own, as in the past. However, as stated in #2, all team feesand tournament fees must be divided equally amongst all players, OR

b. Team managers can complete “Tournament Reimbursement” form for any playerswhose parents have not reimbursed their team manager for their share of fees.

i. Team managers will complete this form which lists the tournaments their teamis, or will be, registered for, along with the total cost of all tournament(s).

ii. This form also lists all team players and their equal share of the fees, and lists ifthe fees have been paid to the team manager, or are still unpaid.

iii. HFC will reimburse the team manager for the unpaid fees shortly after receivingthe form.

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Team Fees & Tournament Fees Policy & Procedure

iv. HFC will send either an invoice to the parent(s) of the player(s) by mail, anelectronic invoice through SportsEngine, or both, with payment terms due atthe discretion of HFC (with a typical payment date of 21-30 days, but could beless depending on how much time is remaining in the soccer season).

v. If no response is made by the parent(s) of the player(s), then a final noticeinvoice, with payment terms of seven days will be issued, stressing that theplayer’s pass will be revoked until payment is made. This option hurts everyoneinvolved- HFC, the team, and especially the player.

vi. If no attempt to make payment on the outstanding fee balance, HFC will revokethe players pass, making the player unable to practice and play until resolved.Again, this option hurts everyone involved- HFC, the team, and especially theplayer.

vii. Note that financial assistance form can be filled out at any time by the parentsof the player, if needed.

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Team Fees Reimbursement Form

Team Name-

Submitter-

Reason for Submitting Team Fees & Registered Tournament Reimbursement

Itemized Listing of Team Fees & Registered Tournaments Cost

Total of Team Fees & Tournament Registrations- $0.00Team Roster Payment Checklist

Number of Rostered Players on Team-Number of Unpaid Players on Team-

Player Name Check the Player Name Check thebox if paid box if paid

Amount of Reimbursement for Unpaid Players- #DIV/0!Team Manager's Name-Address for reimbursement-Team Manager's Email-Notes-

Team Manager’s Role Regarding Volunteer Requirements of Player’s Family

HFC United requires all familes in the traveling program to provide four hours of volunteer service per player, with a maximum of 12 hours per family during the soccer year (from 08/01 to 07/31). The role of the team manager regarding this important piece of running successful programs at HFC United is crucial. Below are the steps and roles that the team manager plays in this process.

1. Team managers need to collect a $200 deposit check from parents. On or before the start ofthe league summer season, typically 05/01, the team manager must collect all deposit checksfrom the parents of the playes on the team.

2. Team managers, coaches, coordinators, board members, and assistant coaches are expemt fromthis due to their volunteering commitment is greater than the four hours for their child.

3. The team manager must email each player’s family from the team and attach a “VolunteerForm” for the player’s family to complete and return, along with the deposit check, to the teammanager.

Note: A copy of the “Volunteer Form” is provided and contained in the “Team ManagersGuidebook.”

4. The team manager can either personally give the deposit checks to any board member oremployee of HFC United for submission. These deposit checks will then be held and maintainedby either the club administrator, treasurer, or volunteer coordinator.

5. The team manager should familiarize themselves with the “Volunteer” page on the HFC Unitedwebsite- https://www.hfcsoccer.org/page/show/362950-volunteers. Parents should also bedirected to that page for details on this process.

6. There are many ways a player’s family can fulfill their volunteer hours. One way is for a player’sfamily to claim a volunteer assignment in the “Dibs” section of the HFC United website. Dibs areoften emailed to the club members as a whole on upcoming areas to earn and claim volunteerhours to help HFC United operate as a non-profit corporation.

Here is a link to the Dibs section of the HFC United website- https://www.hfcsoccer.org/dib_sessions

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https://www.hfcsoccer.org/page/show/362950-volunteers

https://www.hfcsoccer.org/dib_sessions

Volunteer Form 2020 Traveling Summer Season

Forms and Payments due MAY 1, 2020

Parent Name(s):_____________________________________________________________

Player Name(s):_____________________________________________________________

Address: _________________________________ City, State, Zip_____________________

Home Number: _____________________________ Cell Phone: ______________________

Email Address #1: ______________________ Email address #2: _____________________

Please select one of the following options:

� I am not able to volunteer for the 2020 Traveling Summer Soccer Season. Enclosed is my

$200 check made payable to HFC United. I understand this check will be deposited immediately into the HFC United account.

� I plan to volunteer during the 2020 Traveling Summer Soccer Season. I have enclosed a

check for $200 made payable to HFC United. Upon completion of four (4) volunteer hours per player, I will complete the 2019 Volunteer Tracking form and either mail or submit it online to HFC United. My check will then be voided and returned to me. Should I not volunteer a minimum of four (4) hours per player prior to August 1, 2019, or not return my 2019 Volunteer Tracking form prior to August 15, 2019, I understand my check will be cashed and deposited into the HFC United account.

� I have already completed my volunteer hours for the 2019-2020 season either during the

Fall of 2018 or early 2019. My 2019 Volunteer Tracking form is enclosed in lieu of a check.

Please select your volunteer preferences:

� If you would like to be notified of all volunteer opportunities check here.

� Open Board Positions � Team Photo Liaison

� Travel Team Coach � Equipment Assistance

� Travel Team Assistant Coach � Fundraising

� Travel Team Manager � Tournament Support

� Coach Indoor Rec � Other ________________________

� Scoreboard Assistant: Indoor Rec

Please Note: While both carpooling and sharing team photos/videos are highly encouraged, these activities donot qualify for volunteer hours.

Signature of Parent or Guardian Date

Team Management Tools

Currently HFC United uses SportsEngine, a Minnesota company owned by NBC Universal, to host its website and sports club management platform. Included in our sports club management package with SportsEngine is the ability for team managers and coaches to utilize a team scheduling application.

Each team has been created a team page within the HFC United website. The team pages are located by following these steps-

1. Go to the HFC United webpage (www.hfcsoccer.org) and under the “Travel” drop-down, select“Team Pages.”

2. Click on either “Travel Boys” or “Travel Girls.”

3. Select the appropriate team from the choices shown.

4. From there you can add to your game schedule, enter player and team stats, or post photos orvideos of your team.

5. It is strongly recommended that the team manager downloads the SportsEngine app for theirphone. Parents should also be told to download this app as well.

6. Team managers and coaches can add practices, games, location information, and more by usingthis app. Players and parents can also select whether their child can attend a game or practice,and parents and family can even live chat during a game to give encouraging feedback on a goodplay.

7. Another option that each team can pay on their own is to use TeamSnap to manage their team.47

http://www.hfcsoccer.org/