The Manager's Handbook is also available below by chapter.
Thank you for volunteering to be the team manager for your son or daughter’s soccer team. You make it easier for the coach to focus on coaching. Without your assistance, Bloomington Youth Soccer Club could not continue to operate at the reasonable costs we enjoy today.
The Bloomington Youth Soccer Association is a member of the Minnesota Youth Soccer Association and many of the rules, guidelines, and procedures are set by MYSA. You will find good information and many of the forms you need on the Minnesota Youth Soccer Association website, www.mnyouthsoccer.org.
We have included the most pertinent information relative to the responsibilities of a team manager in this handbook. If you have questions or need additional information, do not hesitate to contact the BYSC Board Members or Deidre Boyea, listed under Contact Information.
In general, Team Managers are responsible for communication between team parents, players, and coaches regarding schedules, budgeting, and general information. Specific duties include:
- Master Schedule—practices, games, tournaments
- Roster of players and parent contact information
- Team Budget
- First Aid Kit for games and practices
- MYSA Player passes
- Emergency Medical information forms (medrelease.pdf)
- Corner Flags
- Field Directions
- Game rescheduling
- Coordinating end of game refreshments (optional)
- Reporting game scores to MYSA (U11 and up) and /or team website
While the list may appear daunting, you are encouraged to solicit the assistance of other team parents to assist. Splitting up the responsibilities can make the job easier and more fun. Commonly-delegated roles are: treasurer, tournament scheduler, website manager, social directors, team photographer, etc. When asked, most people are willing to help, but need an invitation to do so.
Manager Responsibilities: Communication
- The coach and manager should communicate schedule and location information directly with the parents. Do not assume that information given to players will get back to the parents.
- Email is an effective method of sharing information with all families and coaches in a regular format.
- Certain issues such as concerns about playing time, coach’s strategy, etc. should be handled directly between the coach and parent. You should not have to act as a go-between in such situations. Unresolved issues such as this can also be taken to the BYSC Director of Coaching.
- For all other issues, the manager and coach work together closely to ensure that the team is aware of the schedule, locations/directions and other expectations.
- BYSC can create a team Email Alias so that you, or anyone on your team, can use a single email address certain to include everyone. You may send a list of all pertinent email addresses and your desired team name to email@example.com and he will set it up. Example: my team Alias is firstname.lastname@example.org
- All teams will have a team page on the BYSC website which is a great tool for communication. In addition to displaying roster/contact information, and a calendar, it also allows for team announcements, photos, etc. Technical training for this website can be conducted by the BYSC webmasters in a separate session for anyone who needs it (new managers?).
- Coach and manager should share all communication from BYSC or MYSA with each other. Do not assume both of you received the information.
- It is a good idea to publish a roster of all players, along with their jersey number, parent’s names, phone numbers, email addresses, etc. This helps everyone get to know their fellow team families and will help to facilitate communication, carpooling, etc. A mini-sized roster for parents to keep in their car is also helpful.
- Phone calling lists, email aliases, and text distribution lists are handy to have in case of an urgent communication (weather, change in location, etc.)
- If I distribute printed documents, for instance at the end of practice, I like to write last names on top of each copy before I start handing them out—that way I can know who did not yet receive a copy.
- You may also want to become familiar with and have handy for reference the MYSA website and all of the information available there. MYSA website: www.mnyouthsoccer.org This is also available as a link from the BYSC website. The MYSA website was revamped over past few months, so it has a different look to it…but the same key information items are still there…the Rules Manual, Team Contacts pages, Field Directory, League Standings Page, Tournament Finder etc. The “Quick Links” section on is now on the left hand side of the Main page. This is especially handy. If you have trouble finding your desired information on this site, please let me know and I may be able to help.
- Coaches are assigned to each team by the Director of Coaching (Sean) and the Coaches Committee. Each coach signs a contract with BYSC that generally covers the period from March 31 through the end of the summer season (mid-late July).
- BYSC pays the coaches directly and you will receive an invoice from BYSC for your coaching costs, along with other charges assessed by BYSC.
- The BYSC coaching contract is generally assumed to cover 3 events (practices/games) per week. It also includes 3 tournaments (plus playoffs). If your team decides to play in an additional tournament, you will be charged an additional $150.
- You should put together a preliminary budget for expenses. Example copies can be shared for you to use as a model if you’d like.
- The BYSC Treasurer will send your invoice from BYSC for charges related to coaching costs, referee fees, MYSA fees, BYSC Club fees, etc. by the end of April. This will include the Winter training costs (coaches’ time & non-dome space rentals) in addition to the Summer costs.
- If you would like an estimate in advance of that for budgeting purposes, please contact [Read][Hide]
- It is a good idea to hold a parent & coach meeting as a kick-off to your season sometime in Feb or March.
- This provides an opportunity for parents and coaches to meet each other and establish some expectations for the season.
- It is also a good time to have a team-wide discussion and make decisions about tournaments (see section below).
- To arrange a meeting room at the Bloomington Civic Plaza, please contact Steve Peterson Steve@bysc.org with your desired meeting dates/times.
- League games are an automatic in your season, but selecting tournaments to participate in should be a decision you make as a team, with your coach’s input.
Tournaments can be either 1-day, 2-day, 3-day and you can choose whether you want to stick close to home, in the Metro area or travel out-of state.
Tournament costs vary between $275 -$500 per tournament, sometimes more (Schwann’s USA Cup at the NSC).
- The MYSA website has a Quick Link to “Tournament Center”. It will give you some instructions and direct you to a Tournament Finder website
- If you click on FIND A TOURNAMENT, you will be able to generate a listing of potential tournaments by selecting via several drop down options your age, gender, playing level, date ranges, and state. This site includes 10 states in the Midwest…but not (for some reason) Wisconsin.
- There is a separate tournament finder site you can use for Wisconsin, but it appears that is it not yet updated for 2013. However, you can use this to link to individual Clubs sites to see if 2013 info is listed. Most tournaments tend to stay around the same dates each year.
- It’s suggested that the Tournament Coordinator for your team compile information on potential tournaments from the Tournament Finder sites and distribute to your team. This will facilitate a discussion and decision on which tournaments to do.
- The “standard” number of tournaments assumed in the coaching contract is 3. However you are welcome to do as many as your team parents and coach agree upon. For each tournament beyond 3 (not including MYSA playoffs), your team will be charged an additional $150.
- If you have questions about the competition, tournament management, fields, etc, your coach or Sean or other managers.
- Once you decide upon tournaments, the Tournament Coordinator for your team should complete the registration (generally online). This will generally require up-front payment, so the collection of deposit from each family early in the year is handy.
- Ideally, you would like to select and register for your tournaments in the Feb or March timeframe to be sure you get entered before deadlines and before they fill up.
- Once registered, it’s suggested to periodically check the tournament websites as the dates approach. The tournament directors will begin posting announcements, maps, etc in the weeks leading up to the tournament. Schedules are usually published about a week in advance of the tournament.
Out of State Tournaments / Travel Permits
Things to keep in mind if you select any out of state tournaments:
- You will need to apply for a travel permit if you plan to play in any out-of-state tournaments.
- You will also need to have parents get their MYSA Med Release forms notarized.
- Exception: If the host club is an MYSA affiliate, then the tournament is not considered out-of-state. For instance, last year we played in a tournament in Eau Claire. We did NOT need get a travel permit. You may contact your tournament host and/o MYSA if you have any questions on this.
- You will need an official copy of your roster from MYSA to take with you.
- Your job as manager is to keep your team parents and coach informed of the practice schedule.
- The Winter training season (schedules already communicated and underway) will continue through late March (around the time of Bloomington’s Spring Break)
- For Summer practices, due to the number of BYSC teams sharing fields in Bloomington, the Club has also established a field rotation schedule.
- The “Master” Field Schedule (practices to begin in April) will be communicated by the Club, most likely via a shared GoogleDoc, along with instructions for making any necessary changes.
- You will need an official copy of your roster from MYSA to take with you.
- The schedule will based upon your team’s designated playing nights. You will likely be assigned to practices on those nights, plus a 3rd practice per week on Sunday afternoon/evening.
-Once game schedules are set, you will communicate with the Club how this impacts your need for practice fields. It is possible that your practice location may be changed to accommodate game scheduling and rescheduling.
- At the start of the “outdoor” season, the weather and field conditions may be tenuous, as you know. BYSC will not be allowed on certain fields (game fields) 6 until we get clearance from the City that the fields are safe to use. This will all be communicated by the Club, in conjunction with the Master Field Schedule.
- However, prior to that clearance, you are welcome to use other outdoor fields throughout Bloomington at your own (weather) risk, on a first-come, first-served basis. This would include any fields by elementary schools, middle schools, and city parks other than: Dred Scott, Kelly, Brookside, Marsh Lake, Lincoln (these are the protected, game fields).
- If you would like to find indoor space (for instance as a weather contingency in these early weeks) the City of Bloomington rents local school (elementary, middle, & high school) gyms for a very reasonable fee. If you wish to reserve a gym, you must do the following:
- Visit the Bloomington Facilities website. Click on Availability Calendar.
- This “Availability Calendar” can be changed between Weekly and Monthly modes and navigated accordingly by the user.
- To search for Availability you will need to use drop down menus for “Center” (I.e. Jefferson Activity Center or “Olson Elementary”) and then by “Facility” (i.e. “JAC Ct 1” or “OLE Gym”) at the top of the page and then look by date range for openings.
- This is kind of a tedious process, especially if you have a particular day and time in mind, because you have to check each individual Center/Facility.
- To my knowledge, you cannot search multiple locations by a given date (i.e. where is space available on Tues 4/2 at 6:00 pm?)
- I would suggest that you find at least 2, perhaps even 3 choices of location that appear open for your desired time frame before submitting a request.
- Email this request to Registrar@bysc.org. (See example below of what to include in the email)
- Do NOT make requests directly to the Bloomington Facilities manager.
- The Registrar will coordinate the scheduling of the gym rentals. BYSC will be charged by the City and will include these costs in your invoice.
Subject Line of Email: Gym Request – U14C1 Boys
Inside the email:
Team: U14 C1 Boys
Manager: Deidre Boyea
Date: Tues 4/2
TimeL 6:00 – 7:30 pm
1st Choice: OLE Gym
2nd Choice: IM Gym
3rd Choice: JAC Ct 1
- The manager and coaches must have a background check completed annually. It is an online process that takes just a few minutes to complete. Look for instructions / login information from the Club Registrar.
- According to MYSA guidelines, there should be an adult present (in addition to the coach) at all practices. As manager, you should set up a rotation and assign a parent to each practice. If the parents need to switch around to accommodate schedules, they should be able to do so amongst themselves.
- If the assigned practice parent does not show up and no other parent is onsite and willing to stay as an alternative, the coach will cancel the practice and have all kids call their parents to come back to pick them up.
- This requirement is required from a Risk Management perspective, plus it is important in case there is an injury or illness at practice. The parent observer should also plan to stick around after the practice to ensure that all players are picked up safely.
- The coach should not be providing player transportation to practices or games.
BYSC Volunteer Program
- The team manager should clearly communicate the requirements to their team families and pass on notices of volunteer opportunities. Also, if any families do not have access to the internet for volunteer hour sign-up, the manager and/or BYSC Volunteer Coordinator should assist.
- Volunteer hours are typically hours of service to the BYSC as a whole rather than service to a particular team. The only exception to this will be 10 hours allotted to each traveling team to be divided as the team sees fit. Generally 6 hours is allocated to the Team Manager and 6 hours is allocated to the Treasurer/Tournament Director role. Teams must decide how this time is to be allocated.
- Opportunities to volunteer will arise throughout the year. Events offering the most opportunities are the Mega Cup (May 31- June 2), Spring Academy (date TBD) and net hanging (mid-late April, dependent upon weather and City of Bloomington).
- Non-compliance with the Volunteer program requirements will result in player passes being withheld (your kids can’t play!)
- Refer to the Volunteer Policy Statement for details. Questions may be directed to the BYSC Volunteer Coordinator.
MYSA Player Passes
- Each season there is a pass issued by MYSA for each player, coach, and team manager.
- The passes will be received from the BYSC Resistrar once all requirements (payments, volunteer signup, etc.) for the players have been met.
- The pass must be signed by the player and a small photo affixed to the pass. The photo should be an approximately 1 inch x 1 inch head shot – small school wallet-sized photos work well. Or anything else the parents can provide. Some managers simply bring a camera to practice and take an individual picture of everyone there.
-Passes should be signed exactly as the name appears on the front of the pass. An improperly filled out pass could result in a player not being allowed to play in a game or tournament.
- All passes must be laminated. Kinko’s is a good place to get this done. Make sure to leave enough space between them for a ¼ inch+ border. Passes should be hole-punched in the corner and kept on a key ring.
- MYSA Policy: NO PASS, NO PLAY. Passes must be brought to EVERY game and tournament. Failure to bring passes to the game will result in a forfeit and an MYSA fine.
There should be three adult passes for each team. It is a MYSA requirement that at least one adult with a pass be on the sideline during the games. In fact, adults are not supposed to be present on the sidelines if they do not have an MYSA pass. BYSC will provide the first 2 adult passes for each team. You will be charged a fee (approx. $35) for the 3 rd pass.
- For each team, the manager and the coach should decide who will retain the player passes. For our team, the coach keeps the passes as I am not always at each game. Exceptions may be for tournament check-ins or situations where a player is a guest player on another team.
- After each game, you must remember to get the passes back from the referees.
Emergency Medical Information Forms
- The Medical Release form is available under the Forms Tab on this page.
- Recently they made the form a typeable PDF format, which is awesome.
- Each team must have a completed emergency medical form filled out for each player and signed by a parent at least once per year. This form should be brought to all practices and games.
- It’s a good idea for the team manager to retain the originals, but make a copy for the coach to have at all times as well.
- Referees at regular league games do not generally check the forms. However, the forms are almost always required at check-in for tournaments.
- Unless your team is doing an Out of State tournament, the form does NOT need to be notarized.
- As a general rule, you should collect an updated form for each player once per year (or if any changes take place.) Thus, if you play in the Fall season, you do not need to update if you have a valid form from the Spring/Summer season.
- Each age group/level has an assigned set of “playing nights”. This information can be found at any time on the MYSA website (under “Coaches/Managers”, then “Competitive”, then “Playing Nights”). Link
- Team registrations are due to MYSA by early March. Sometime thereafter, MYSA will publish the configuration of the various on the MYSA website (under Coaches/Managers, then Competitive, then Formation/Seeds). Link
-If you go to this site, you can see to which District you were assigned and who your competitors are (i.e. where you may need to travel). Usually, BYSC is assigned to either the South or West Districts. But no guarantees!
- Once you know your designated “playing nights”, it is a good idea to solicit from your team a list of any dates on such nights where players will have conflicts (school concerts, finals, other sports, family or church obligations). Depending upon your roster size, missing more than one or two players on a given night may prompt you to try to avoid that night.
- The official game schedule is set by MYSA. By mid-March, the BYSC Field/ Ref Coordinator should receive a preliminary copy of the BYSC home game schedule. BYSC may communicate this to each team in advance so that you can be aware of any potential conflicts you may have.
- You will receive your official game schedule at the mandatory District Coach/Manager meeting conducted by MYSA in mid-April. When you come to this meeting, you must have your list of player conflicts / rescheduling preferences ready and in-hand. You will be given the opportunity to sit face-to-face with your fellow managers/coaches to hash out any potential reschedules on the spot. While you are able to continue to reschedule games after the season begins, it is FAR EASIER to accomplish reschedules on the District meeting date!
- NOTE – even if a game is able to be rescheduled in person at the District meeting, the online portion of the reschedule process outlined below must still occur (see below).
- When you receive your schedule from MYSA, you will also receive a listing of field locations, with directions, for all your games. Provide a copy of this to each parent as this is the “official” MYSA field location. This information can also be accessed on the MYSA website (under “Quick Links” Field Directory). There may also be a mobile app for this.
- Once the season is underway, it is always a good idea to send a reminder/confirmation email to the opposing manager before each game.
Rescheduling of Games
- Once the season begins, every reasonable attempt to play a scheduled game should be made. Because of a scarcity of overscheduled referees and fields, it is very difficult to reschedule games once schedules are set. Teams may be charged an additional fee by BYSC to reschedule games.
- PROCESS for RESCHEDULING GAMES: MYSA will cover this in great detail at the mandatory District meeting, but here is the general procedure to follow:
1. Communication (email/phone) between managers/coaches of the affected teams.
2. Each should identify a list of proposed dates and work to determine the best 2 or 3 options.
3. HOME manager will then contact Steve Peterson (Director of Soccer Operations) via email to email@example.com to determine if a field and referee are available for any of the proposed dates..
4. Once an agreeable date/time/location is determined, the home manager must log in to the MYSA website (user id and password will be received at the mandatory MYSA District coach/manager meeting) and enter the proposed reschedule specifics.
5. Through an automated email system, MYSA will then prompt the other affected parties (field/ref coordinator, opposing coach/manager) to log in and confirm.
6. Once all confirmations are received, the reschedule is considered official.
MYSA Competitive Match Report
- This Match Report form contains a roster of your team for a given game.
- This form is available on this page under the Forms Tab.
- Recently MYSA made the form a typeable PDF format, which is awesome.
- Type or print the roster of your team on an original of this form with player names, uniform numbers and player ID # from the player pass. Make many copies of this form since you will need one for each game. Prior to each game, the top portion of the Match Report should be filled out.
- For ALL GAMES, the coach will give this Match Report, plus the player passes, to the referees for the pregame team check-in. Player passes are checked against the roster, and cleats, shin guards, along with other safety measures (no jewelry) are checked. Referees also use this Match Report to record the official score, any warnings/send offs (yellow/red cards) and an evaluation of each team’s sportsmanship.
- For HOME GAMES ONLY, you will also need to provide an addressed and stamped envelope so that the referees can mail the official results to MYSA after the game. At the mandatory district coach/manager meeting conducted by MYSA (dates TBD, usually mid-April), you will receive a set of address labels to use for this.
- If you have any guest players subbing for your team, their names must be added to this Match Report, along with their MYSA player pass # and jersey #.
- Most tournaments in Minnesota are now using this form as tournament check-in roster as well.
Play-ups (Guest Players)
- Once the official game schedule is finalized, you need to be aware of any games where you will be missing players and potentially need a substitute player. Consult with the coach to determine his/her preference.
- You may arrange for up to three guest players from a lower-level BYSC team to play in a given game. Proper BYSC protocol is as follows:
- Coach needs to ask the Coach of a potential, lower level team for permission and suggestions for a player to “play up” for a given game.
- The coach may then contact the potential players to see if they are available and interested. Also ensure that the player’s jersey number does not conflict with a player on your team. You may need to borrow a jersey or use tape to alter jersey # to avoid conflict.
- Coaches/Managers will need to make arrangements to get the player passes and a copy of the medical form for the guest player.
- Remember to add the player (jersey #, MYSA pass #) to the MYSA Match Report for that game.
- After the game, make sure the MYSA pass gets returned to the player’s coach.
Reporting of Game Scores
- After each game, both teams are responsible for logging in to the MYSA website to report the official score. MSYA wants both sides to participate and agree upon the official score.
- You will receive your MYSA user id and password at the mandatory District coach/manager meeting conducted by MYSA (dates TBD, usually mid-April).
- MYSA score reporting is required for U11 and older ONLY.
- On the BYSC team page (for ALL teams), there is also a mechanism for tracking games scores, team record, etc.
Misc. Team Supplies
The team manager is responsible for securing the following team supplies:
- First Aid Kit – You can often purchase a pre-assembled kit. Or you can put one together yourself. The following items are a must: ice packs (at least 4 recommended to start), an assortment of bandages, first aid cream/antibacterial, towels. The First Aid kit should accompany the team to all practices and games. It is usually kept in the coach’s bag.
- Corner Flags – The home team must supply the corner flags for every game. These can be purchased at certain sporting goods stores, and certainly at a soccer-related store (i.e. SoccerExpress, or online)
Optional to consider
- Goalie Jersey / Goalie Gloves – If the goalie does not already have his/her own, it makes sense for the team to supply these items.
Extra jerseys in case of an injury involving blood. MYSA rules prohibit a player from re-entering a game with blood on their jersey.
- Generally, every attempt is made to play scheduled games. In the case of inclement weather, the game will rarely be cancelled in advance. The decision is generally made at the field by the referee. Always plan to show up at the field unless otherwise notified.
- MYSA levies significant fines to a team that does not show up for a scheduled game.
- An exception to this would be if the fields are closed / ruled off-limits by the City, primarily due to excessive rain. In this case, a game may be cancelled in advance.
- Lightning in the area is always a reason to cancel games. Ultimate authority to cancel or delay the game rests with the referee. They must follow strict guidelines with regard to lightning (games are generally delayed for a period of time in hopes that the lightning ceases) or extreme heat or cold (shortened halves, mandatory water breaks).
- If you have an away game, stay in contact with the manager or coach. You must travel to the field if they tell you it is still scheduled.
If a game is cancelled or cannot be completed to the point where it is considered a valid game (half-way through the 2nd half), it must be rescheduled.
District Playoffs/State Tournament
- MYSA Playoffs and State tournaments apply to U11 and older ONLY.
- Near the middle of the season, you will need to consider whether your team wishes to compete in the playoffs and possibly State tournament.
- The deadline for registering for post-season play will be communicated by MYSA. You will need to register your intentions (to participate or not participate) under the same login as you use for MYSA score reporting. Before you decide to participate, you must be certain that you will have enough players to compete. If you commit to participate and later determine that you cannot play, you will receive a substantial fine from MYSA.
- Prior to competition in districts, you will receive an official team roster from MYSA through the BYSC Administrator.
- If your team wins the division and does not compete in district playoffs, your player passes will be stickered at the district site and you do not pay a penalty.
- Ask for help!!! You don’t have to do it all. Delegate to other team parents where you can. Be sure to checkout the Get Help Tab on this page for club contacts.
- Don’t hesitate to ask questions. BYSC Board Members and Deidre Boyea (fellow manager) are always willing to assist.
- Have fun!!!