TeamManager

TrainingHandbook

The following documents are designed as a introduction for new EPSC Team Managers.

Please contact the EPSC Team Manager Director (team.manager@epsoccerclub.com) with any questions you might

have.

ContentsEmailing and EPSC Team

Adding Events to Team WebpagePlayer Pass Instructions

Parent on DutyPre-Season Reminders

Tournaments

Emailing an EPSC Team1. Go to www.epsoccerclub.com and sign on using your login/password.

2. Select your team from the “Team” drop-down menu.

3. Select the “Team”” drop-down menu again and select the “Roster” option.

4. On the right-hand side of the screen, about half-way down, on the roster page is a box that says “Options.” Click on this box and select “Email Team.”

5. Most information for the email will be filled in for you. Verify the “Reply to” address is the address that you want people to email you at. All the email addresses for the parents on the team will be in the “To” box. Only the email addresses that are in the system are listed. If a parent wants emails to come to another email address, they need to update their contact information in the system.

6. Type the desired message in the “Message” box.

7. Once done, click the blue “Send” button at the bottom of the page.

8. You will get a pop-up box asking you to verify you want to send the email. Select “OK” to send the email.

Updating the Team WebsiteAdding an event to the schedule (game, practice, training, etc.)

1. Go to www.epsoccerclub.com and login with your login/password.

2. Select your team from the “Team” drop-down menu near the top of the screen. Select “Choose a Team”, select your division, and then select your team.

3. Under the “Team” drop-down, select “Schedule.”

4. Your teamʼs schedule will appear, if there are any events already on the schedule.

5. About half-way down on the right-hand side of the screen is an “Options” button. Click on this button and select “+ Add Event.” The following screen will appear. This document will walk you through each field on this screen.

Step #2

Step #3

6. Please fill in the fields based on the information below:

" Date: "Enter the date of the event. You can also click on this field and a calendar will " " appear. Select the date from the calendar.

" TDB: If the time of the event is unknown, select this checkbox.

" Time Fields: The next three boxes are for the event time. The first box is the start time " " " of the event, the middle box is the duration of the event, and the last box is " " " the end time of the event. Fill in appropriately based on the event. For " " " example, most practices for the younger teams are one hour in length and " " " the screen shot on the previous page is setup for a one hour practice.

" Location: " Click on the drop-down menu to select the location of the event. All EP " " " fields should be listed. If the location is unknown, select “TBD, TBD.” If " " " the location is not an Eden Prairie field, select “Not in Eden Prairie, Away.”

" Category:" Select the type of event, such as “Practice”, “Game”, “Tournament”, " " " “Winter Training”, etc.

" Status:" This field can be left as “N/A” when entering a new event.

" ID:" " Leave blank.

" Arbiter ID:" Leave blank.

" Season:" Do not modify. It should default to the correct season.

" Link to Tournament Bracket: Do not check this box.

" Teams:" There are two drop-down selection boxes for this field. Only select a team " " " from the first box. Do not modify the second box. It should be left as " " " “Opponent.” For the first box, select your team from the drop-down list.

" Outside Opponent:" You can select the team that you are playing. Most " " " " " club/cities are listed. If the team you are playing is not listed, " " " " " leave as “Other.”

" Define Other:! If the team you are playing is not listed in the “Outside Opponent” " " " " drop-down list, type in the name of the team in this box.

" Event Note:" " You can enter anything that pertains to the event in this box. A lot " " " " of managers will specify in this box the field address if the event is " " " " not in Eden Prairie.

" Notify Checkboxes:" For new events, do not select any of these boxes. They " " " " " default to being selected, so you will need to uncheck all " " " " " three of these boxes.

7. Once all event information has been entered, click on the blue “Submit” button at the bottom of the page.

Modifying an event on the schedule (game, practice, training, etc.)

Events sometimes need to be modified. Fields change, times change, or the event might need to be canceled. Follow the steps below to modify an event.

1. Go to www.epsoccerclub.com and login with your login/password.

2. Select your team from the “Team” drop-down menu near the top of the screen. Select “Choose a Team”, select your division, and then select your team.

3. Under the “Team” drop-down, select “Schedule.”

4. Your teamʼs schedule will appear, if there are any events already on the schedule.

"5. To modify an event, click on the orange box on the right-

hand side of the screen next to the event that needs to be modified.

6. The same screen that you saw when entering an event should now be displayed.

7. If you are just modifying some aspect of the event (location, date, time, etc.), modify that data. If you would like parents on the team to receive an email/text concerning the event change, click on the “Notify Team members and parents” check box (the other two checkboxes should NOT be checked). Click the blue “Submit” button to save the changes and notify the team if you selected the checkbox mentioned above.

8. If you are canceling an event, go to the “Status” field and select “Cancelled.” Click on the “Notify Team members and parents” checkbox so that parents will receive an email/text about the canceled event (the other two checkboxes should NOT be checked). Click the blue “Submit” button to cancel the event and send notifications to the team.

Step #2

Step #3

Player Passes

Each player, coach and team manager needs a pass to play or coach in a MYSA soccer game. It is the responsibility of the team manager to create these passes prior to the first game. The instructions below will explain how to create the player passes.

1. Turn in the required paperwork to Marian at the EPSC office. The office is located at 7820 Terrey Pine Court in Eden Prairie. Outside the door to the office (which is on the lower level), there will be a bin where you can drop off the paperwork. The bin is inside the building, but on the lower level outside of the door to the office.

In the fall, the required paperwork consists of signed medical release forms for all players and copies of birth certificates or passports for any new players. Be sure to make copies of the medical release forms to keep for yourself before turning them in to Marian.

In the spring, the same items as listed for the fall are needed. In addition, you will need to collect a $100 volunteer check for each player. This check is not cashed unless the parent for that player does not fulfill the three hour volunteer requirement by the end of the season.

2. Once Marian has processed your team’s paperwork, she will notify you via email that your team’s passes are ready to be picked up. You can pick them up in the same bin where you dropped off the paperwork.

3. Signing the Player Passes - Each player, coach and manager needs to sign their pass on the line on the back of the pass. The player must sign (write) their first and last name (the younger players likely won’t sign their last name unless you tell them to do so).

4. Pictures on the Player Passes - You will need to affix (glue) a headshot of each player, coach and manager onto the back of their pass in the location specified on the pass. It is a very small picture (maybe 1” x 1”). There are many ways to acquire the pictures. Here are some options:a. Have each family email you a digital picture of their child. You can then crop out a headshot of

the player, resize it to the correct size, and print it off on your home computer. It does not need to be on photo paper.

b. You can take pictures of each player and either print them off as in option a, or have them printed at a local store. You can then cut out a headshot of each player.

c. You could have each parent bring you a picture of their child, but I have found this is the least successful option. Parents will likely bring you a school picture which often has a picture that is too large to fit onto the player pass.

Here is a sample pass for a coach.

5. Laminating the Player Passes - Once the passes are signed and have pictures attached, you will need to laminate the passes. The EPSC gets a discount on lamination at Office Max/Depot. They have business card sized lamination pouches that fit the player passes perfectly. This is a great way to laminate the passes. Office Max/Depot laminates lots of EPSC passes so they will likely know what to do.

There is a discount flyer that you will need to have with you to receive the discount at Office Max (Chanhassen) & Office Depot (Eden Prairie).

6. Keeping the Passes Organized - Most managers will punch a hole in the passes in the corner opposite the picture. You can then put all the passes on a metal ring to keep them together. It is nice to have them on the ring in the same order as the names are listed on the match report. It just makes things go a little quicker when the ref goes through them before the game.

Remember - The passes must be brought to each game. No passes - No play.

Parent on duty (POD) requirements

It is mandatory that the team manager coordinates a parent on duty (POD) for all practices or activities where the team and coach are together.

Teams who have more than one coach or a parent who is a coach or assistant coach must still have a parent on duty (POD) at all team functions. The parent who is a coach or assistant coach may not serve as a POD. This rule is to ensure the safety of the players and coaches.

Print and laminate a team roster card with parent, coach and team manager contact information. Provide all adults on the team a laminated roster card.

This is for the protection of both the players and the coach.

The coach and team manager must make sure all parents understand the role of the POD.

An easy way to coordinate the signup process is to use www.signupgenius.com

To ensure everyone in the Club is using the same instructions for the POD, use the following parent instructions when setting this program up:

a. As a POD you are there for the safety of the players on the field.b. When you arrive, tell the coach you are the POD and where you will be during the practice.c. Lookout for any potential weather issues (heat, storms, etc). Immediately alert the coaches if

you see lightening.d. Assist the coaches in getting the players to shelter if severe weather is imminent.e. Handle any administrative tasks the coaches may ask of you during the training. For example:

Help call or text parents if practice is shortened or cancelled.f. Pick-up any items players or coaches leave behind.g. Stay at the location until all players have been picked up by a parent. If a parent does not pick-

up the player, stay at the location in public view with the player. The POD should call the player’s parents using the team contact card. If you cannot reach the parents, contact your team manager. The team manager should then refer to the emergency contact information on the medical release form and contact that person. If you are unable to reach the team manager, then call the EPSC Director of Operations for assistance.◦ [use the following if appropriate] If the player is 16-years-old or older, and has a car at

practice, make sure the player leaves the practice location before you leave the area

Team Manager Pre-Season RemindersListed below are some helpful reminders regarding a few of our team manager responsibilities.

Player Passes One of the most critical tasks is completing the Player Passes for league and tournament play. Just a few things to make processing the paperwork for passes a little easier and less time consuming for both of us.

Please turn in everything in alphabetical order by last name – in separate piles.o Medical Release Forms

New form required every season Form is on the Club website under the Players and Coach/Tm Mgr heading and

then the Forms tab or on the MYSA website (www.mnyouthsoccer.org). Medical Release Form is also available in Spanish on MYSA website. Make sure the Medical Release Forms are signed in both places. The form does not need to be notarized unless playing in State Cup or an out of

state tournament. Keep a set of copies for yourself & turn a set in to the Club.

o Copy of Birth Certificate or Passport Required for new EPSC players only.

o Volunteer Deposit - SPRING SEASON ONLY $100 Volunteer Check for every player made out to EPSC. Except:

• Parent Head Coach (exempt for all children in club)• One Assistant Coach (as assigned by Head Coach - this team only)• Team Manager (exempt for all children in club)• Board Member (exempt for all children in club)

If the parent’s last name on the check is different than the child’s name, please write the child’s name in the memo line.

If parent has already volunteered, they still need to submit a check.

Drop off paperwork at Club office. Office hours are posted on the EPSC website (About Us ~ EPSC Office).

Marian will email you when your passes are ready to be picked up.

Once you receive Player Passes:• Player Pass needs to be signed by each player, coach, and team manager.• Obtain or take a small photo for each player, coach, and team manager.• Attach the photo, as directed, to the signed player pass and laminate. Punch one hole in each

player pass and arrange alphabetically by last name on a key ring or lanyard.

• Discuss Player Passes with your coach. Some coaches prefer to keep them in their possession; some prefer the team manager to be responsible for getting the Player Passes to each game/tournament.

• Make sure you get the Player Passes from the Ref after the game.• If the Player Passes are lost, they are rather expensive to replace.

Competitive Match Reports A Competitive Match Report needs to be submitted to the referees before every game, both home and away. The form is available at both the EPSC and the MYSA websites. The PDF version of the form can be pre-filled. Enter the player’s names, jersey numbers, and registration number (from the player pass). After this information is completed, you can fill in the unique information for each game in the top section and print it. Then, change the game information in the top section for subsequent games and re-print. The form needs to be signed prior to submission by either the coach or the team manager.

Mailing Envelopes For each home game, you need to submit to the referee a Competitive Match Report, Player Passes, and a pre-addressed stamped envelope. Mailing labels will be provided to you with your player passes. At the completion of the match, the referee mails the Match Reports with the official final score to the MYSA office.

Parent-on-DutyIt is mandatory that the team manager coordinates a parent on duty (POD) for all practices or activities where the team and coach are together. The coach and the team manager must make all parents understand the role of the POD. An easy way to coordinate the signup process is to use www.signupgenius.com.

What to bring to games• Home Games (give 1-3 to head ref)

1. Player Passes2. Competitive Match Report3. Stamped, Addressed Mailing Envelope4. Medical Release Forms (just in case)

• Away Games (give 1 & 2 to head ref)1. Player Passes2. Competitive Match Report3. Medical Release Forms (just in case)

Resources• EPSC Website: www.epsoccerclub.com• MYSA Website: www.mnyouthsoccer.org• EPSC Team Manager Director: Melissa Shepard, team.manager@epsoccerclub.com • EPSC Director of Operations: Marian Beagan, admin@epsoccerclub.com or 952-240-0867• EPSC Referee Assignor: Matt Tiano, assignor@epsoccerclub.com or 952-250-4950

Don’t hesitate to contact us with questions or concerns.

TournamentsAs the manager, one of your jobs is to work with the coach to pick out and register the team for tournaments.

The number of tournaments your team plays in is based on the age of the team and a what your coach and parents feel is an appropriate number of tournaments.

For U9/10 teams, it is recommended that your team play in one or two tournaments in addition to the EPSC Spring Kickoff. For U11/12 teams, it is recommended that you play in two tournaments in addition to the EPSC Spring Kickoff.

For U13+, it is based on what your team/coach prefers.

The best place to see all MYSA sanctioned tournaments is via the MYSA website. The direct link to their Tournament Center is:

http://www.thetournamentcenter.com

Once you are one this page, follow the steps below:

1. Click on the “FIND A TOURNAMENT” link that appears in blue text in the first paragraph on this page.

2. Enter your search criteria, such as date range, state, gender, age, and level (most will select “competitive”).

3. Check out all the available tournaments. When you find a tournament you want to learn more about, click on the link for that tournament on the left-hand side of the page.

4. This will take you to a page with more information regarding the tournament. To go to the actual tournament website, there is usually a link available. You can register for a tournament on the tournament’s website.