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Contents Coaches/Manager Roles & Responsibilities .............................................................................................................................................. 3
Additional Items for Coaches/Manager to Consider .............................................................................................................................. 3
Team Registration Process (Manager & Registrar) ................................................................................................................................... 4
Roster & Player Passes .......................................................................................................................................................................... 4
Equipment .............................................................................................................................................................................................. 4
Uniforms & Extras ................................................................................................................................................................................. 5
Website Access ...................................................................................................................................................................................... 5
Coaches & Manager Email Distribution Lists ....................................................................................................................................... 5
Coaches & Managers Background Checks ............................................................................................................................................ 5
Coaches & Managers Attendance at Monthly Rovers’ Meetings .......................................................................................................... 6
Recruit a Team Treasurer ....................................................................................................................................................................... 6
Estimating Team Player Costs ............................................................................................................................................................... 6
Scheduling Friendly & League Games .................................................................................................................................................. 6
1. Friendly Games (Typically Saturdays) ..................................................................................................................................... 6
2. League Games (Typically Sundays) ........................................................................................................................................ 7
3. CT Cup Games ......................................................................................................................................................................... 7
4. Securing a Field ........................................................................................................................................................................ 7
5. Referees .................................................................................................................................................................................... 7
Required Player Forms ........................................................................................................................................................................... 8
Initial Team Meeting.............................................................................................................................................................................. 8
Team Emergency Call Tree ................................................................................................................................................................... 8
Spring/Fall Field Clean-up: .................................................................................................................................................................... 8
Snack/Orange Schedule ......................................................................................................................................................................... 8
Confirm Game ....................................................................................................................................................................................... 9
Paying Referees ..................................................................................................................................................................................... 9
Recording Game Scores ......................................................................................................................................................................... 9
Team Pictures ........................................................................................................................................................................................ 9
Tournaments .......................................................................................................................................................................................... 9
Plan the End of Season Gathering .......................................................................................................................................................... 9
Indoor Soccer & Spring Season ........................................................................................................................................................... 10
UCONN Fall Soccer Games ................................................................................................................................................................ 10
Ball Boys/Girls for High School Soccer Games .................................................................................................................................. 10
Manager Fall Checklist ............................................................................................................................................................................ 11
Manager Spring Checklist ........................................................................................................................................................................ 11
References ............................................................................................................................................................................................ 12
List of Important Websites: .................................................................................................................................................................. 12
Indoor Soccer Facilities: ...................................................................................................................................................................... 12
Key emails Addresses: ......................................................................................................................................................................... 12
Coaches/Manager Roles & Responsibilities The Manager should schedule a meeting/call with the Coach and Assistant Coach(s) before the season starts. The
purpose of the meeting is to talk about roles and responsibilities for the season and gain consensus on how the team will
be run. Here is a list of items to be discussed:
Tasks Needing Assignment (additional details on each task are in this document) Who is Responsible
1. Recruiting a Team Treasurer.
2. Status and purchasing of team equipment needs (as applicable).
3. Submitting requests to the Facilities Director for practice times (see Rovers website
for name of current Facilities Director).
4. Scheduling friendly/league games & coordinating referees with the Assignor (see Rovers website for name of current Assignor).
5. Entering the team’s game schedule on the Rovers website.
6. Confirming weekly games with the opponent and verifying referees have been
assigned.
7. Responsibility for the player’s passes, medical bag & medical forms. Coach
8. Recording weekly game scores into the bysa.org website.
9. Research tournament options and coordinating tournament registration.
10. Tracking game/practice attendance. Coach
11. Setting up and leading the parent meeting.
12. Attending the monthly Rovers meetings.
Additional Items for Coaches/Manager to Consider
The following are some items the Coaches and Managers may want to discuss in addition to the items above:
Things to discuss Decision
1. What level will the team play at? CJSA uses a 1-6 rating scale with 1
being the most skilled team. The Registrar will need the team rating
when registering your team.
2. When/where will the parent meeting be and do you
want to invite the Rovers President, VP and Boys/Girl’s Directors?
3. Will practice/game attendance be taken?
4. Will the team play in any tournaments?
5. Will the team practice during the winter months?
6. Will the team participate in indoor soccer? Who is on point to request
Indoor practice space?
Page 3 Rev. 9/15
Team Registration Process (Manager & Registrar)
Roster & Player Passes Finalizing the roster and creating player passes are a multi step process. Player passes are good for one year - fall/spring
seasons. The name of the Granby Rovers Registrar and Boys & Girl’s Directors can be found under “ Board Members” on
the left hand side of the page at www.granbyrovers.com.
1. For the fall season, after tryouts/assessments in June, obtain the Player listing from Boy’s/Girl’s Directors (or
Coach). (For the spring season, work with your Coaches to identify which returning players to roster.)
2. Ask players, Coaches and Managers for a 1x1 head shot photo for their player pass.
3. For all 1st time Rovers players, obtain a copy of their birth certificate. Keep a copy for your records and give a
copy to the Rovers Registrar.
4. Registrar will generate and send to the Manager and Coaches the official Roster. You must validate that all
players, Coaches and Managers are listed. Once the Roster has been approved, the Registrar will print the player
passes and email the final Roster for you.
5. Paste the 1x1 photo into the appropriate pass.
6. Once all passes are signed and photo’s attached, get the cards laminated, punch a hole in the corner and place
the passes on a ring. Staples can laminate, cut and punch the cards if you do not have access to a laminator.
As long as a player has a valid player’s pass, they are eligible to play with the exception of the CT Cup and
tournaments which require all players to be listed on the team roster. Only adults with a current player pass are
allowed on the bench during games.
Remember: At the end of the fall season, the Coach or Manager should hold on to the player passes. This way they
will have them for the spring session. Player passes will be reissued by the Registrar for the fall season.
Equipment Coaches may need to purchase team equipment at the beginning of the season. They will be reimbursed by the team
once the team fees have been collected by the Treasurer.
Coach’s Equipment
Game ball & some extra team balls (U9-U12 use size 4 balls; U13+ use size 5 balls)
Cones
First aid kit
Pinneys
Ball bag
Clipboard
White board & dry erase marker
Player Equipment - Each player is expected to have their own:
Properly inflated soccer ball
Shin guards
Soccer cleats
Water bottle
Page 4 Rev. 9/15
Uniforms & Extras Each Rovers player is required to have:
Home jersey (white)
Away jersey (blue)
Rovers adidas blue shorts
Rovers adidas blue socks
During the time that uniform ordering is available, a link, along with directions, will be posted on the home page of the
Rovers website entitled “Uniform Ordering” that can be used to access the Soccer & Rugby uniform
ordering website. The link will always be on the Rovers’ website but will only be “live” during specified uniform ordering
periods. Instructions on how to use the site are on the website. In summary, Managers set-up and activate players in
Soccer & Rugby’s uniform ordering website system, communicate the process and send the ordering link to parents and
monitor order status and send reminders as necessary to help parents meet order deadlines. Parents are responsible
for placing orders on-time and paying for the apparel they order. If you have questions regarding uniform ordering,
contact the Uniform Coordinator listed on the Rovers’ website.
All other items such as backpacks, warm up sweats and sweatshirts are optional. On the left hand side of the Rovers’
website there is a Granby Rovers Fanwear link that will direct the user to the Soccer & Rugby specific site for Rovers
apparel. Each parent is responsible for selecting and ordering whichever of the items they desire on a discretionary
basis. Note that these items are customized with the Rovers logo and are not subject to return or exchange so remind
your parents to order carefully.
Website Access You will be able to email the team, enter the team game/practice schedule, post pictures, and obtain player contact
information from the Granby Rovers Website. To obtain a password, contact the [email protected]
Coaches & Manager Email Distribution Lists Coaches and Managers are encouraged to use the website capabilities to send out emails to their teams. The website is
the master database of players and therefore should be the sole originator of Granby Rovers communication. This will
ensure that emails are sent privately and securely. There is also helpful functionality, including an “I have read this email”
option. This option can be included at the bottom of the email and helps to ensure that all of the parents on your team
received and read the email. If a Coach or Manager is in need of emailing the board, or Coaches from other Rovers Teams,
they can go to the Board Members page or the specific team page on the Granby Rovers Website and email directly from
there.
Coaches & Managers Background Checks The Connecticut Junior Soccer Association (CJSA) requires any person involved in CJSA, state, district, club, or any of its
teams, (recreation, classic, premier, ODP), as a Coach, assistant Coach, Manager, volunteer referee, official,
administrator, board member, or director, etc. to complete the online CJSA background check every two years. If you
are unsure if you need to do the background check this year, check with the Registrar. To do the background check, go
to the CJSA website www.cjsa.org .
Page 5 Rev. 9/15
Coaches & Managers Attendance at Monthly Rovers’ Meetings Each team is expected to have at least one Coach or Manager at every Rovers board meeting during the playing
season(s). The meetings are typically held monthly on the first Thursday of the month. For the exact day, time and
location, check the club website www.granbyrovers.com. At a minimum, sending a team representative to vote on
behalf of the team for board nominees at the November meeting is necessary.
Recruit a Team Treasurer Each team needs a Treasurer to collect team fees, pay expenses and prepare annual tax reporting. In addition, for new
teams, the team Treasurer will need to open a team checking account at Windsor Federal. For additional guidance on
the Treasurer’s responsibilities, reach out to the Rovers Treasurer (see website for contact name).
Estimating Team Player Costs The team Treasurer will be responsible for calculating the player fee which is calculated at the team level and
divided by the number of players on the team. Here are some past fees just to give you a general idea of what
the cost will be. Uniform costs are borne by parents and therefore not included.
Rovers Player Assessment (fee set by Club Treasurer in fall) $46 for U16-U18
$59 for U12, U13, U14
$51 for U11, U10, U9
CJSA Team Fee (applies to U11 and up teams) $30 (fee is set by CJSA)
CJSA Player Fee $11(fee is set by CJSA) x # players
CJSA Coach Manager Fee $2 (fee is set by CJSA) x # Coaches & Managers
Referee Fees See schedule issued by referee coordinator
Year 1 Team Supplies Expense Varies by team
Year 2+ Team Supply Expenses Varies by team
Tournament Fees $500
Tournament Patches $100
Coaches Gifts Varies by team
Year End Party Varies by team
Scheduling Friendly & League Games It is the responsibility of each team to schedule its own Friendly games. Rovers’ home games typically start at 10:00,
12:00, 2:00 or 4:00. Talk to your Coach about who will be handling scheduling. Some Coaches prefer to do it
themselves; others don’t have the time and would appreciate your assistance. If the Coach wants you to do the
scheduling, read the Rovers Scheduling and Referee Policies document on the Rovers’ website for current year
information and refer to the summary below:
1. Friendly Games (Typically Saturdays) Go to the Connecticut Junior Soccer Association website (http://www.cjsacentraldistrict.org) and click on
“Districts”. It should bring up a list of the teams. You should be able to drag down and get the Coaches
contact information. Contact the opposing Coach in late July/August for fall season and March/April for
spring season to make game arrangements. Rovers typically stay within the North Central and Central
divisions to minimize driving but you can go outside these areas, if desired. Page 6 Rev. 9/15
2. League Games (Typically Sundays)
The CJSA typically schedules the dates for all league and CT cup games. Once they have published the schedule
you will need to secure a field for all home games. Check with the opposing Coach to make sure the time slot
works for them. The home team has the final say in the start time of home games. Again, Rovers’ home games
typically start at 10:00, 12:00, 2:00 or 4:00. For away games, contact the opposing Coach for game
locations/times.
3. CT Cup Games
If your team is going to play in the CT Cup, the team Manager will need to register the team by the state
deadline. You may use the same team roster used for league games or choose to add players from the “B”
team, if there is one. Cup games generally start around the second Saturday in October. You may need to
cancel/reschedule a friendly game to play your Cup game. Expect opponents to do the same.
4. Securing a Field
Find out who the “Assignor” is. They are responsible for assigning fields (and referees) for games. You can find
their contact info on the Granby Rovers website (www.granbyrovers.com). Follow the procedures in the
Rovers Scheduling and Referee Policies 201x guide, including using your team name (i.e. U12 Boys) in the
email subject line.
5. Referees The Granby Rovers’ Assignor is also responsible for securing referees based on field assignment. Typically
on Friday you will receive the listing of referees assigned to games for the upcoming weekend with their
phone numbers. Forward the info on to your team’s Treasurer so they will have the correct spelling of the
Referee’s names. Bring the names and phone numbers of the refs to the game in case communication
becomes necessary.
Standard Granby Rovers Referee Fees for Friendly & League Games for 2015-2016 Season
Team Age Referee Fees AR Fees
U-19 $ 56 $ 34 U-18 $ 56 $ 34 U-17 $ 56 $ 34 U-16 $ 50 $ 30 U-15 $ 50 $ 30 U-14 $ 42 $ 27 U-13 $ 40 $ 25 U-12 $ 38 $ 25 U-11 $ 35 $ 24 U-10 $ 32 $ 23 U-9 $ 32 $ 23
Page 7 Rev. 9/15
Required Player Forms The following forms must be completed and signed by the parent/guardian before their child practices with the team.
Both forms are available on the Granby Rovers’ Website. On the left hand side of the home page click on
“Forms/Documents” and then click “Forms”.
1. Medical Form
Coaches should retain these forms so they are on hand at every game and practice.
2. Waiver/Release Managers generally retain these forms; however, the Coach may elect to keep them with the medical forms.
3. Player Code of Conduct
On an annual basis, each player, parent, Coach and Manager must sign the current Code of Conduct. The form can
be retained by either the Coach or the Manager.
Initial Team Meeting
The head Coach, assistant Coaches and Manager should have an introductory meeting with parents/guardians at
the beginning of the season. Teams should notify the Rovers’ President, Vice President and Boys or Girls Director of
the date, time and location of the meeting. They will try to stop by to introduce themselves to the parents.
Team Emergency Call Tree Create a call or email tree for last minute game cancellations. Ask the parents/guardians and Coaches for their home &
cell phone numbers and email addresses.
Spring/Fall Field Clean-up: Prior to the start of the spring season and near the conclusion of the fall season, the Facilities Director will send an email
asking for volunteers (generally two) from each team to assist in field preparation and clean-up, which is generally held
for three hours on either a Saturday or Sunday (weather permitting). The team will be fined if they do not meet the
minimum number of volunteers needed.
Snack/Orange Schedule
Snacks are not required, but if the Coach agrees and the team desires, you may want to ask for volunteers to bring a
healthy snack for halftime or at the end of the game. Oranges and watermelon have proven to be popular and
appropriate. Coaches are appreciative when garbage bags are supplied for the clean-up.
Page 8 Rev. 9/15
Confirm Game The Manager or Coach should confirm the game with the opposing team a few days before the game is scheduled to
be played. Make certain you have a home & cell number of the opposing team Coach or Manager so that if a last
minute cancellation is needed, you have a current number. Review the referee assignments provided by the Assignor
to make sure you have referees assigned for your home games.
Paying Referees This is the job of the team Treasurer. Your team is responsible for paying the referees for all home games. If the
Treasurer is not going to be at the game, you may be asked to pay the referees. Referees need to be paid the day of the
game. The cost of referees is different for different age groups (see page 7). The Assignor will send out additional
information on the club’s game cancellation policy.
Recording Game Scores The Rovers Registrar will provide the head Coach with the team’s password for entering scores into the CJSA website.
This is something typically done by the Coach but may also be done by the Manager. The website is www.bysa.org.
Scores need to be entered by the beginning of November for the fall season. The team will be fined if scores are not
entered by the end of season deadline. As they’ve agreed, either the Coach or Manager must enter game scores into
the Rovers website weekly.
Team Pictures
Rovers no longer contracts with a photo studio for team pictures so that if one is desired, it is typically scheduled before
a game when all players are available and taken by a parent. If pictures are desired, it is the responsibility of the team
Manager to arrange a date and coordinate.
Tournaments The Manager is typically responsible for completing the necessary forms to enter a team into a tournament. The forms
are typically on the tournament site. The roster and players cards must be complete before playing in any tournament.
A listing of local tournaments can be found on www.cjsa.org or national tournaments can be found on
http://www.gotsoccer.com. Many tournaments include a club patch exchange. If you need Rovers patches, contact the
Rovers Treasurer. There is a cost for the patches of about $1/patch.
Plan the End of Season Gathering Most teams have some sort of celebration at the end of each fall/spring season. Talk to the Coaches and parents to see
what suggestions they may have. Some teams have a small gathering at the field after the last game; others have it at a
player’s home or an alternative location like bowling, laser tag, a pizza place or Copperhill/Kick Golf, etc.
You may want to get a small gift for the Coaches and Treasurer as a thank you for their time and commitment to the
team.
Page 9 Rev. 9/15
Indoor Soccer & Spring Season
Many teams like to continue to play during the winter months. Interest should be solicited around
September/October with games typically starting in November. Work with your Coach to check with your team to see
if there is enough interest to field a team during the winter and/or spring season(s), a time when players frequently
play other sports. Make sure parents and Coaches are aligned with regard to player commitment.
For more information on the schedule of the winter sessions, contact one of the local indoor soccer facilities.
Sports World in Enfield: www.sportsworld.cc
Farmington Sports Arena: www.fsasports.com
UCONN Fall Soccer Games Try to coordinate at least one team trip to go see the UCONN Huskies play in the fall. Check with the Coaching
Director, identified on the Rovers’ website, to see if free tickets are available as they usually are. UCONN typically asks
for teams to play at half time and to be ball boys for their games and Rovers teams frequently get priority.
Ball Boys/Girls for High School Soccer Games During the Granby High School's JV and Varsity soccer season in the fall, the High School student activities coordinator
requests that the Rovers Organization select ball boys and girls to work at the games. It is a great way for our Rovers
players to be involved with the high school soccer program and to aspire to play at that level. Expect an email from
the Rovers' organization a few weeks prior to the beginning of the JV and Varsity games with information on this
opportunity and please share it with your Rovers players.
Page 10 Rev. 9/15
Manager Fall Checklist # Item Target Time Frame Completed
1. Player Birth Certificates Obtained June/July
2. Player, Coaches & Manager Photos obtained June/July
3. Preliminary Team Roster June/July
4. Monitor Team Uniform Order Placement by Family July
5. Team Supplies Purchased July/August
6. Final Roster Approved & Signed July/August
7. Player passes laminated July/August
8. All Player Medical & Release Forms Completed July/August
9. Roster Listed on Website July/August
10. Practice Scheduled & Loaded on Website July/August
11. Games Scheduled and Loaded on Website July/August
12. State Cup Application Submitted (optional) September
13. Tournament Application Submitted (optional) Depends on Tournament
14. Team Meeting Scheduled August/September
15. Have Treasurer send out Fall Player Fee Assessment September
16. Schedule Team Photo (to be taken by parent) September
17. Know who has Player Passes & Forms at end of the season November
Manager Spring Checklist
# Item Target Time Frame Completed
1. Player Birth Certificates Obtained (new players only) February/March
2. Player, Coaches & Manager Photos obtained (new players only) February/March
3. Monitor Team Uniform Order Placement for New Players February
4. Final Roster Approved & Signed March
5. Player Medical & Release Forms Completed (new players only) March
6. Roster Listed on Website March/April
7. Practice Scheduled & Loaded on Website March/April
8. Games Scheduled and Loaded on Website March/April
9. State Cup Application Submitted (optional) May
10. Tournament Application Submitted (optional) Depends on Tournament
11. Have Treasurer send out Spring Player Fee Assessment May
12. Return all Medical Forms and Waivers to Club Secretary June
13. Return all Player Passes to Club Registrar June
Page 11 Rev. 9/15
References
List of Important Websites:
Granby Rovers: www.granbyrovers.com
Connecticut Junior Soccer Association: www.cjsa.org
Looking for Teams to Play: www.bysa.org.
Entering Game Scores: www.bysa.org – (contact the Granby Rovers’ Registrar if you need an ID and password)
Indoor Soccer Facilities: SportsWorld in Enfield: www.sportsworld.cc
Farmington Sports Association: www.fsasports.com
Key emails Addresses: [email protected] – this will go to the boys’ director
[email protected] – this will go to the girl’s director
[email protected] – this will go to the webmaster
[email protected] – this will go to the Rovers Registrar
[email protected] – this will go to all Coaches
[email protected] – this will go to all Managers
[email protected] – this will go to both Coaches and Managers
Page 12 Rev. 9/15
