Middleton Wings Youth Hockey

1
Middleton Wings Youth Hockey Team Management
How-To Guide (Adapted from WAHA Region 4 Team
Manager Guide)

• Thank you for volunteering
• Your hard work is appreciated!
• You will wear many hats this season
• Training will not answer every question but
  is a resource

2
Training Topics

• Manager Duties
• Communication Coordination
• Training and Game Scheduling
• Reporting
• Officials
• Rosters
• Funds
• Tournaments
• Patches
• Resources
• Zero Tolerance Policy

3
Team Manager Registration Process

• Middleton Youth Hockey Registration
• Complete Middleton Youth Hockey Online
  Application. https//middleton.sportngin.com/regis
  ter/form/865323452
• USA Hockey Safesport Training
• Complete Online Safesport Training
  http//www.usahockey.com/safesporttrainingockey
• Follow Instructions on website. Note If you do
  not have a USA Hockey Membership Number, you can
  request a free number as a volunteer/manager.

4
Team Manager Duties Communication
Coordination

• You are the information person
• Communicate in writing if possible
• Schedules
• Contact Information
• Questions Concerns
• Know the ALD in your Association and Region 4
• Get to know other Team Managers
• Good resources
• Set up Team Meeting
• Introduce Coaches
• Discuss Player expectations

5
Team Manager Duties Training Game Scheduling

• Attend or view Training provided by the Club
• Attend Region 4 Meeting, held each fall shortly
  after teams are formed. Your ALD will provide
  the date.
• Schedule Games
• Most time consuming job
• League Games scheduled with Region 4 ALD -
  schedule first if possible
• Scrimmages games scheduled between you and other
  association Team Manager
• Trade ice equally (give a sheet when you get a
  sheet)
• Expect conflicts games get cancelled, changed,
  rescheduled every year
• Make sure to document all your scheduling
• Region 4 Website lists Managers by age level
  (www.region4hockey.org)

NOTE The Region 4 Meeting is a great
opportunity to meet Team Managers from other
clubs and schedule games. Take your ice schedule
with you, and consider wearing something with the
Wings logo to help make connections.
6
Team Manager Duties Scheduling Officials
Securing Parent Help

• Schedule Officials for all your games asap
• See Registering with DCHOA
• Coordinate Parent Help There is a role for
• everyone get help!
• Home and Away Game Parent Duties
• Teams provide clock keeper, scorekeeper, and
  penalty box personnel at games. Each team is
  responsible for manning their own penalty box.
  Home team runs the clock, Visitors fill out the
  score sheet.
• If parents need Clock and/or Scorekeeping
  training, contact your ALD for assistance.
• Tournament Coordination Hotel
• accommodations and team dinner planning for
• away tournaments. Be sure to secure room
• blocks early.
• End of Year Party and Coaches/Players gifts

7
Team Manager Duties Required Paperwork

• Complete All Paperwork
• Proof of age is required for all players
• For most returning travel team players, age has
  been previously verified with WAHA and no
  additional action is required (a V on the
  official WAHA Roster indicates a skaters age has
  been verified).
• For players not yet verified, work with parent to
  annotate their skaters birth certificate. Keep a
  copy of the completed annotation form you will
  need to show it at tournament and any state
  tournament/playoff check-ins.
• Create and Distribute Team Contact sheets
• Create/Print Roster Labels for score sheets (3
  needed per game)
• CEP cards from Coaches (make a copy you will
  need these for Tournament and State
  Tournament/playoff Check-in)
• Code of Conduct Forms (now part of registration
  process, so no action required unless you are
  notified by the registrar that any signed forms
  are missing)
• Rosters (See page on Rosters)
• Schedules
• Complete and e-mail to Parents after games are
  scheduled.
• Post schedule on Club web-site. Contact Wes Cole
  for access (wes_at_planetcole.org)
• Communicate/post changes as needed.

8
Team Manager Duties Game Reporting

• Game Score sheets are completed for every game
• Supply of sheets given by Club
• Post game results weekly to Region 4 web-site
• Register with Region 4 to gain access to site
• Association will provide you and access code
• To Register with Region 4
• Go to http//www.region4hockey.org
• Along bottom of page, click on Members Area
• Click on Registration Page
• Fill in access code and follow online
  instructions. Returning managers, click on
  Edit my Info and follow online instructions
• Once completed, you can go to the website, login,
  and perform a variety of tasks report your
  scores, check your results, download a list of
  other associations managers at your level, list
  games you are looking for, etc. by clicking on
  the appropriate tab.

9
Team Manager Duties Game Reporting, cont.

• Reporting scores on the Site Online form
  divided into two sections
• Top portion reporting League Games
• League games are assigned a number and the number
  is needed to properly report the score and should
  be noted on the score sheet.
• League game numbers are distributed to Team
  Managers at the beginning of the season by the
  Association
• Lower portion reporting scrimmage and
  tournament game
• Any Game Misconduct by a player or coach must
  be recorded by the home team at the time the
  score is submitted.

10
Team Manager Duties Game Reporting, cont.

• Game reports must be reported at the end of the
  weekend of play
• Region 4 ALDs verify scores and update standings
  at the beginning of each week
• Your record helps determine where your team is
  seated in playoffs.
• Not all Associations belong to the league.
• In order to help Region 4 prepare the playoff
  information, Managers should also file their team
  roster on the website.
• Any questions about the website can be submitted
  online Click on Contact Us and submit questions
  or concerns to your ALD or the Web author (Bill
  Kettler).

11
Team Manager Duties Scheduling Officials

• Register with the Dane County Hockey Officials
  (DCHOA). If you have registered in previous
  years dont register again, request that your
  login be renewed
• Go to http//www.dchoa.org
• Follow the online instructions for requesting a
  login
• Once you have a login, you can request, change,
  and cancel officials check your schedule and
  download helpful information
• Any questions regarding the website or scheduling
  of officials can be directed to the Scheduler at
  Scheduler_at_DCHOA.org

12
Team Manager Duties Scheduling Officials,
cont.

• Things to remember
• It is best to schedule officials for all of your
  home games as soon as you receive the teams
  schedule
• You must cancel or change officials at least 10
  days prior to a game
• Check your schedule often to make sure you have
  officials scheduled for upcoming games
• Requesting officials late means less chance of
  having them scheduled
• You receive confirmation emails that officials
  have been requested, changes have been made, etc.
  Save all communication regarding officials

13
Team Manager Duties Scheduling Officials,
cont.

• How to check your schedule
• Go to the website http//www.dchoa.org
• Click on Login enter your user name and
  password click Login again
• A schedule page will appear (dates entered, are
  default dates. You can widen or shorten the time
  frame by changing the dates entered
• Click on the Association drop down menu and
  click on Middleton Wings.
• Click on the Age Level drop down menu arrow and
  click on your age level (Squirt, PeeWee, etc.)
• Click on the Team drop down menu arrow and
  click on your team level (Team 1 is the A team,
  Team 2 is the B team, etc.)
• Click on Display Schedule. Your schedule will
  appear and you will see whether officials are
  assigned or there are open spots.

14
Team Manager Duties Rosters

• Each team is required to submit an official USA
  Hockey Roster by Dec. 31st
• The Association will send a team roster with the
  player and parent information
• Verify all information as quickly as possible and
  report any changes to the Association Registrar
• As soon as you have your USA Hockey roster, have
  all the players and coaches sign the roster
• Return to your ALD or Club Registrar
• Rosters are shown (required) at tournaments and
  for Region 4 playoff and State tournaments

15
Team Manager Duties Funds

• Team Managers often collect team funds (a.k.a. a
  Slush Fund) to simplify collection and payments
  for
• Tournament entry fees
• Coaches gifts/players gifts
• Team events
• Dinner at tournaments
• Outings
• Total fund amount is determined by the Team
  Manager based on estimated cost of expenses.
  Total amount is then equally divided among
  families of team.
• Payments are made by parents to the Team Manager,
  who administers payments and keeps track of fund
  balance (some Team Managers choose to set up
  separate bank accounts).

16
Team Manager Duties Tournaments

• Tournaments for each team have been selected by
  the Tournament Director in coordination with the
  Ice Scheduler. A list of tournaments for your
  team will be provided to you, and you are
  responsible for registering your team in each of
  these tournaments as soon as possible (many will
  fill by early November)  
• To register, contact the Tournament Director for
  the host club (this information is typically
  available on host club web site. If you need
  help, contact our club Tournament Director). The
  web site or Tournament Director will provide
  specific registration requirements.
• You will be required to pay the Tournament
  registration fee at the time of registration.
  Payment should be reimbursed from the Team slush
  fund.

17
Team Manager Duties Tournaments, cont...

• When selecting tournaments, the club tries to
  select one local and two travel tournaments per
  team 
• Occasionally a team may be given an option of 2-3
  tournaments to choose between.  It is up to the
  Coach, Team Manager and parents to pick which of
  these tournaments to attend. 
• If coaches desire to go to tournaments different
  than those provided, with the exception of
  Middleton hosted tournaments, they can switch as
  long as it is the same weekend.
• If coaches want to attend a different tournament
  on a different weekend, they must contact their
  ALD and club Ice Scheduler to see if the ice
  schedule can accommodate. 
• Other WAHA sanctioned events can be found at
  (http//www.waha-hockey.com).

18
Team Manager Duties Patches

• Keep track of patches earned throughout season.
  At the end of the season you will submit the list
  of patches earned to either a club point person
  or WAHA directly. Score sheets must also be
  turned in for players to earn patches
• Players can only earn one patch of each type per
  year (i.e. player having 3 Hat tricks during
  the season gets 1 Hat trick patch. The same
  player, however, can earn other patches)
• Possible Patches to earn
• Shut Out awarded to a goalie when the other
  teams score is zero at the end of a game.
• Blue Line patch awarded to the players playing
  defense when a goalie earns a shut out (up to 5
  players per game)
• Hat trick awarded to a player scoring 3 goals
  during a game
• Playmaker awarded to a player earning 3 assists
  during a game

19
Resources

• There are several resources for help and
  information
• Other Team Managers
• Coaches
• Association Board Members (full list of Wings
  Board Members and contact information on Wings
  web site).
• Age Level Directors (ALDs) both within the
  Association and at Region 4 Hockey
• Region 4 Hockey website http//www.region4hocke
  y.org
• Dane County Hockey Officials Association (DCHOA)
  website http//www.dchoa.org
• Wisconsin Amateur Hockey Association (WAHA)
  website http//www.waha-hockey.com

20
Zero Tolerance Policy
If a coach, player, parent, or spectator becomes
unruly and displays verbal or nonverbal abuse,
they may be ejected from the game. If the refs
perceive potential, or an on going conflict, off
or on the ice, they have been instructed to avoid
verbal or physical attempts to communicate with
the person(s), and are to call 911 for
assistance.   DCYHC supports the Referee game
officials and will not tolerate angry words or
gestures directed towards Refs from the bench or
spectators. Not only is this behavior poor
example to our children on how we treat
authority, it also quickly lowers esteem for your
Organization as a whole.   Please familiarize
the Zero Tolerance Rule to your Players, Coaches
and Parents. Dane County Officials are having
some difficulty obtaining and retaining young
officials. Often times the officials are
adolescents just like your son and or daughter.
These officials are learning the ropes. Dane
County needs young officials to progress and
continue developing their referee careers.   If
you hear someone "Ref-bashing" pretend for a
moment that Ref is your son or daughter. Inform
the person of the Zero Tolerance Rule. Dane
County will thank you...and so will the others in
the stands
21
Conclusion

• Your job is very important
• Takes organization, leadership, patience
• Dont hesitate to ask questions and seek answers
• Support and respect the game and all aspects of
  hockey
• Thank you for your commitment