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Starting a new Soccer Team
This entry was posted on 6/2/2008 11:03 AM and is filed under NPD,Clubwide,League,Leaders.
Thank you for stepping up to lead your team. The challengers have done this a couple dozen times before so we asked some of the people who have done what you are doing for thier notes. this is a work in progress so please add questions and answers below so everybody can see them.
We are a volenteer oganization most of the teams have their own checking account. Club wise we charge almost nothing as most costs are per team or per player. However, for the club's marketing commmunications and tryout expenses we have sometimes asked for $20-100 bucks at the end of a season to cover club or unexpected expenses. Some vendors like the Naperville Park District prefer to see us as a single ageny and send us a single bill. When that happens we generally pick a team to pool the funds for that bill. This is generally in November and June when we bill your team for your NPD fields and any other expenses we have floated for your team. A typical example of a team budget can be found in the entry: Typhoons Who what when where why
Insurance, coaches back ground checks etc is provided to our club and club related activities through the leagues and our state organizations. Certificates of insurance can be requested for facilities you rent naming then as additional insured through Jim E. We have a links page to related organizations and resources at: League and Soccer Links and Resources
One of the 1st steps is to let Jim Ensign know who the contacts are for you team leadership so you can be listed on: Team Contacts and info this way people can contact you directly and avoid getting lost on a black hole of miscommunication. It also saves us all time if we can reach you. Please take time to get your grid section complete. Missing info just makes things take longer for everyone in oour group.
The challengers have several Google Groups that reduce spam and allow you to keep informed of what is going on currently. You need to apply for at least one of our leadership Google email groups. We have them for all-coaches, managers and even many team's members (see your team in the grid at Team Contacts and info ). Please click on the Google group you want to join and apply for membership. Also you will want to create a login and password at google for each email and set your notification strategy. Click to read More about Google Groups on our blog.
Challengers Blog.Team Managers will want to make sure your communicate with your teams. While email is easy some of us get so much email that it might be a poor way to figure out where the game is when there is just an hour till game time and you have 300 messages from the team manager. (I know I have been there and almost missed the game). This where haveing a couple team blog pages comes in handy. This way you can post essential information your self and keep it up to date. Also players who will miss a game or practice can repsond with a post. some archived examples of team blog entries you can use as templates or examples are: Typhoons Who what when where why and Typhoons Games [Read Article]
Airset: In the near future it may be a good idea to join Airset NPD may be using this soon so some of you can see what fields are open BEFORE you request them. Brock and I are working towrds this as a solutuon and time saver. At the team level consider Airset: It includes a free online outlook group calendar that syncs with others outlook calendars and contacts. Click to watch air set demo video . This may be perfect for anybody involved in multiple groups but also has private personal appointments, Outlook and a cell phone. Airset includes allows for free solutuions for file sharing, blogging, shared contacts, photo anbd video albums, shared lists, play lists, calnedar text page reminders and is password portected.
Below are 2 independant versions of New Team Organization guides or packets (that need to be merged together some day). The top one is the Kathy Mullen rrough draft from a team manager point of view. The second one draft by Rick Stigler who organized a team as a coach. New teams will probably find both interesting and will eventually be asked to merge these into one document adding in thier own experience and Q&A.
Please remember this is like an encylopedia. You do not need all this information but it is a good thing to browse so you will know what is available. When the need arises. You will also find certain blog categories filled with helpfull information especially: Leaders Clubwide Meetings Policy Trainers Tips and technical
Please keep you notes and add below as coments on this entry. thanks Jim Ensign
Kathy Mullen Version:
This is the first version of the information I've put together to give to coaches. As I read it through, I'm realizing that things are not necessarily in the most logical order, and I may have forgotten some things. But I'd love some feedback before handing this out to anyone. Also, I think I'll take this over to Office Depot/Max to have copied off and put in folders, unless you have a better (cheaper) idea where we can get these copied. Initially, I think we should distribute these to all current and new coaches and managers.
Also, how will we be distributing the cost of the ads we put in the Sun? Will we be asking each team for a certain amount (including the ads and the cost of the above printing?)
Let me know what you think-- Kathy
Starting a new team in the CHALLENGERS SOCCER CLUB
by Kathy Mullen (pythons)
Welcome to Challengers Soccer Club! We’re thrilled that you’ve decided to coach and/or manage a team with us, and this packet of information is intended to make your job as easy as possible. There are some things below that are a definite requirement, and other things that are merely suggestions. We definitely want to keep lines of communication open, so if you have questions at any time, feel free to call someone who might be able to answer.
COMMUNICATION
Our website can be found at www.challengerssoccer.com.
Our web log can be found at blog.challengerssoccer.com.
We have various different Google Groups. Generally, we set up one for each team. There is also a Coach group and a Manager group. Please be sure to make us aware of any and all email addresses that you would like added to our groups. Don McBride is the "owner" of these groups and will set one up for you if needed.
CLUB CONTACT INFORMATION
The following people have taken on roles on a club level. When you have questions in these areas, please contact the appropriate contact person below. Please DO NOT contact the Naperville Park District or our Referee Assignor yourself. We need to have only one contact person from the club, since too many people conveying the same information makes these jobs confusing and difficult.
Don McBride, club founder (728-0305; don@challengerssoccer.com )
Jim Ensign, Club Rep. with NPD; game permits, website and blog manager (445-1586; jim@challengersSoccer.com )
Kathy Mullin, Club Rep. for NISL (420-2016; kathy_mullin@hotmail.com )
Andy McNeel, Club Rep. for IWSL (983-3502; andrewmcneel@yahoo.com )
Sandy Martinez, Club Rep. for Referee Assignor (961-3554; sandralmartinez1@yahoo.com )
OFFICIAL CLUB COLORS AND UNIFORMS
As of a club wide meeting held on April 29, 2008, our official club colors are Red and White. The majority of our teams are already this color, and they will stay this color. There are some teams who currently wear different colors, and they have been "grandfathered" into this policy. If they choose to stay their current colors, they are welcome to do that. We are encouraging them to change their colors the next time their team requires new uniforms. Any teams joining the club after the above date will be Red and White.
TEAM MANAGER(S)
It is highly suggested that you find a parent volunteer among your team members to be a manager for you. It makes it much easier to coach if you can delegate the details of collecting payment, managing a bank account, communicating details with all the parents, ordering uniforms, etc. You can always split the job between 2 willing parents if no one will take the job alone.
TEAM FEES
Since our teams are all run independently, your individual team’s fees will be driven by what you choose to do with and for your team. For boys and girls teams, here are some things to keep in mind when figuring season fees for your team:
League registration fees (NISL—paid separately for fall and spring seasons)
Field rental from the NPD for games only ($35/hour)
Referee Assignor Fees ($6 per game)
Assistant Referee Fees ($15 each AR at each home game)
Uniform kits (varies, depending on where you secure your uniforms. Soccer 2000 already has our club logo on file, as does the Soccer Post. No set up fees at those two places).
Tournament Registration (around $450 per tournament, optional)
Cost of Trainers (optional)
Purchase of cones, pennies, flags, etc. (optional)
COACHING, LEAGUES, AND ISCA
All coaches, assistant coaches, and hired trainers must have a printed coach’s pass from their league. In addition, each coach, assistant coach, and hired trainer (anyone with regular contact with the players) must also register with the Illinois Soccer Coach’s Association. Visit www.soccer-isca.org/ and register yourself. This is REQUIRED by both the NISL and IWSL and those leagues will not print your coach pass until this is completed. The ISCA will perform a criminal background check and give you clearance for working with kids. There is a $35 fee. After that is completed, your league pass can be printed. Remember, you can’t be on the player/coach side of the field without a coach pass.
Minimum Coaching Requirements
U8 USSF U8 Module
U9 and U10 USSF U10 Module
U11 and U12 USSF U12 Module
U13 and U14 USSF D License or USSF U14 Module
U15 and U16 USSF C License
U17 – U19 USSF B License
Visit www.iysa.org for complete information on coaching modules.
TEAM/PLAYER REGISTRATION
NISL – Boys Teams
For the NISL, the team registration deadline is July 1. Therefore, after forming your roster for the fall season, it is imperative that you collect the following things ASAP:
IYSA Waiver form, signed and dated (keep on file)
NISL Player Registration form, signed and dated (keep on file)
A digital head & shoulders shot of each player (you will upload to the registration site as a JPEG file).
Kathy Mullin will set up all the teams after tryouts have been completed. You will be notified when this is complete. Once you have all your player information collected, you will do the following: Go to www.northernillinoissoccerleague.com. Click on "Online Registration", and login using the user name and password you have been provided with. (If you don’t have one, contact Kathy Mullin). To add new players, click on "Player List" and click "Add". Fill out the form completely, and upload the photo for that player.
Important Fall 2008 Dates for NISL:
July 1 – Deadline for Team Registration & Fall Fee payment
July 15 – Player Registration Deadline
Note: Can add players after this date for an additional $50 per player
July 23 – Schedules available for Seeding Tournaments
August 1 – Player Registration closed until after Seeding Tournaments
August 9 & 10 – Seeding Tournament Ages U8, U9, U10, U11, U13. See website for location & times.
August 11 – Seeding Meeting Ages U8, U9, & U10. See website for location & times.
August 12 – Seeding Meeting Ages U11 & U13. See website for location & times.
August 16 & 17 – Seeding Tournament Ages U12 & U14. See website for locations.
August 18 – Seeding Meeting Ages U12 & u 14. See website for location & times.
August 24 – Fall Scheduling Meeting, all age brackets. See website for location and times.
September 7 – Opening Day, Fall 2008 Season
November 9 – End of Fall 2008 Season
November 23 – payment for Referee Assignor due no later than this date.
IWSL – Girls Teams
Important Fall 2008 dates:
July 1st - Deadline for Team Registration & Fee Payment
Note: Registration & Referee Fees cover both the Fall & Spring seasons.
July 26th - Fall Seeding Meeting in Schaumburg
Note: This is where coaches find out what division they will be placed in, and can lobby
to change divisions.
August 1st - Deadline for Player Registration & Team Rosters
Note: Players can be added to the team at any time after registration for an additional fee.
November 23 – payment for Referee Assignor due no later than this date.
Team & Player Registration
Andy McNeel will take care of online registration on the IWSL website. An e-mail will be sent out defining all information Andy will need to complete the registration for each team. Each age group has a maximum number of players that can be on the team’s roster (see IWSL website).
Coach’s Licensing
All coaches and assistant coaches must have a license or certificate at the time they register their team for the fall season (July 1st).
U8 thru U12 - the minimum requirement is a Youth Module for the specific age group.
U13 thru U19 - the minimum requirement is an E license
Coaching classes are offered by the IYSA ( www.iysa.org)
IWSL KidSafe Program
All coaches, trainers, and other adults that have direct involvement with the team must have a background check. This can be done online through the IWSL website.
Game Changes
Each team is allowed to initiate 2 game changes per season (this does not include games cancelled due to weather). There are specific rules regarding game changes which can be found on the IWSL website.
Other Questions?
Most questions can be answered by the IWSL website - www.iwsl.com
Please contact Andy McNeel for other questions or clarification of rules.
Andy McNeel, Director of Coaching for the IWSL
andrewmcneel@yahoo.com
847-736-1828
AFTER THE SEEDING TOURNAMENTS & SCHEDULING MEETINGS:
This applies to boys and girls teams:
As soon as your seeding/scheduling meetings are over, please forward your HOME game schedule to Jim Ensign ( jim@ensigns.us). Since he is our NPD contact and requests all game permits, he puts together a master spreadsheet with our entire club’s requests. Also, Sandy Martinez (sandralmartinez1@yahoo.com) will also need your home schedule so she can forward it to our Referee Assignor.
Here is what we’ll need from each team/manager/coach:
1. Schedule of home games for the season. This should include NISL/IWSL game number, age bracket, date, time, park name, and field # (when necessary). If you could please put this in Excel format, it would make our jobs much easier.
2. Unless you tell us differently, we will assume that your team wants ARs (line refs) assigned through Steve Jablow for your home games. They are $15 per ref (2 for each game) and each team manager/coach is responsible for paying them in cash before the start of the game. Our system of using envelopes seemed to work well in the past seasons. For those of you who are new, put $15 in each of 10 envelopes (or however many you’ll need for your number of home games…). This way, you’re not scrambling on game day in case you’re short on cash. ARs may not be paid by check.
3. Once the season begins, Sandy will send out a weekly update of our referee assignments. This will be a screen shot directly off the ref assignor’s website. It will be in spreadsheet format, and we ask that you check all spreadsheet fields pertaining to your team. Please notify Sandy of any errors asap. If there is a mistake posted and we don’t catch it, we are responsible for paying any refs (center or AR) who show up at the wrong field, show up at the wrong time, wrong day, etc.). Should any of these mistakes occur, please make sure to contact Sandy so she can get you the addresses where payment can be sent within one week of the disputed game time/place.
GAME CHANGE REQUESTS
Each season, there is a discussion on our blog where all game change requests need to be made. We have found, for now, that this is the most efficient way to handle these requests and the information can be kept all in one place. Interestingly, the NPD has subscribed to this entry on our blog and requests have been handled much more timely than in the past. Of course, we would prefer that you keep game changes to a minimum, as this administrative task has become very, very time consuming.
The Rick Stigler Version is below:
Creating a new Team in the Challengers Soccer Club
by Rick Stigler (Black Thunder)
· Tryouts for new team
· Enter team info on NISL site (www.northernillinoissoccerleague.com). Have our site administrator (Kathy Mullin) create an ID and password for the new coach. Need the following information and forms filled out for each child:
o Pictures of kids
o Birth certificates
o Medical waiver Form
o Player Registration Form
· Upload child pictures to website, and enter rest of info on website. Nancy Brown had to put Brian Schroder as team coach until I got my license.
· After all of the info is on the site, mail in the birth certificates and forms, with a Self-addressed stamped envelope to the NISL (with about 10 stamps on it). The league returns the player passes.
· Get contact info from all parents (address, e-mail, cell phones, home phones). Enter this info into the Challengers master spreadsheet. Not sure who has the master copy now that Nancy Brown is leaving, maybe Jim Ensign?
· Get team Jersey’s from Soccer 2000 (Downers Grove)
· 2 shirts (one red one white)
· One pair of shorts
· Socks
· Backpack (optional)
· Training pants (optional)
· Choose a team nickname – we chose Black Thunder
· Create a Google Group for the team for e-mail communication and postings - put all of the parent’s e-mails in the group. (I also added Jim Ensign, Don McBride, and Brian Schroder as managers of the group). You should put in the other coaches of your age group, to help with communication.
· Have Jim Ensign create a Challenger blog group (mine was our team name Black Thunder). Use this Blog to communicate. I created one blog that had the entire season’s schedule. I asked the parents to put any games they couldn’t attend on this blog, and I put the link to this blog on my weekly e-mails.
· Choose a trainer and schedule time (We picked Monday for coach-led practice and Friday for trainer, because football practice dominates the middle of the week in the fall).
· Choose a team manager (keep player passes, pick up uniforms, handle game scheduling, finances)
· Choose a team photographer who shoots pictures during the games. We uploaded our team pictures to the www.kodakgallery.com and gave the parents access to view the pictures.
· Attend the seeding tournament (early to mid Aug.)
· Attend the seeding meeting in Palatine 2 days after the tourney.
· Attend the scheduling meeting on Aug. 26 (team manager should also attend). NISL sets preliminary date and time and team managers confirm with each other or reschedule. For home game scheduling, coordinate with other U11 managers to make sure the field is available. Nancy Brown had the master spreadsheet regarding the fields and times we had reserved. Jim Ensign is our Park District liaison and worked with Brock Atwell to get the field times. After our age group was done, we passed our game times to the next Challengers age group so they could see which fields were already taken.
· Get coaches license/pass
o Attended U10-U12 Youth Module - $75. This course is given by the IYSA, not NISL. It last for approximately 3 hours on a Saturday morning.
o Filled out request for coach’s license. To do this, from the NISL website, click on the ISCA symbol, fill out form and pay $25.
o Maureen Guttosch, the Challenger’s Treasurer, reimbursed me for the above 2
o If you look on the ISCA website, you can see in the bottom left corner the status for the date the pass was printed.
o I emailed Cindy at the NISL requesting my coaches pass. She replied back that the pass was being mailed to my house
o On the NISL website, I updated it to put my name as the coach for my team (instead of Brian Schroder’s).
Games
Need the following:
1. Player Roster Form (also called the Gamecard)– get this from NISL website. Do the following:
· Login using your ID
· Click on ‘Show Games’
· Choose ‘Gamecard’
Print it out and bring to game. Ref will ask you to sign it.
2. Corner Flags if you are home team
3. Home team gets the referees and assistant refs (Kathy Mullen and Sandra Martinez do this for Challengers). Check www.refscheduler.net to see if you have a referee assigned for your game. Choose ‘USSF’
Choose ‘IL-N’
Choose ‘0’ for the District
Choose ‘Kickers Soccer Club’ and hit ‘Login’ button
Choose ‘View Schedule As A Guest’
You will then be able to see the games and refs that are assigned
The league pays the center referee, but we pay the Assitant Refs $15 each.
4. Player passes, coaches pass, and medical release. The ref will ask to see the player passes to check them in before the game. I’ve never had a ref ask to see my coaches pass, but bring it just in case. I’ve never needed the medical releases either, but bring them just in case as well.
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