Division Coordinator manual 2015
Contents
1. Division Coordinator Welcome May 26 2015 Thank you for od lis pe a PENES Coordinator tor me nd Fall what to expect in the comida months and some e dus to get averting done in a timely manner Thank you again for volunteering I hope you have a great time Table of Contents Responsibilities iuisokk s yyRRSeEANIEATENANTSREEEFEEEMERPEENSREATANAXAMATEFEFEKWONKIERM 3 Maj r TINGS BS ui vastus uk ori WEERITEN EL ME UE IX NEUERE TIAE REAT RFADR XP NER UE LER ER Curd 3 June amp July What to do first isseossisss epo uyE2SERFARRN NE RN AE ERRRESREREEEEVE 5 Update Coach Listers aisne E A E dw icesdbxbqa ads 5 Coach s Bags OSDSES oai aad RENNES CANI RA KOH ARD prR VER ERAN V OH NC Ue E Ru d 5 August Emails and updates iioussosuuavsunanEARSRRExSAUE UEREE Uu ER RA KG RE d 6 What you need from the Coaches iria kkaaua E RER2 E kRRE ERE ZR AER KR AT ARIA AR ose 6 Updating Coach List TEE 6 Field Sebubasikiep coiadit az i a Mi eV daa a E a Va KA RAE a a a 7 s REIN P a a a a E E a M 7 September Fall play begins eere eene nnn 8 Weekly EPsllSisis imbri diaeta a E NOx FUR IM bUDEIME E Ud Id nEVaM dd 8 Season Schedulin j oessesexsas ets suest pe Vua AS insatc e EEE AEE EEE M COMING EE 9 Field OP I pem 9 gi Brt lopet C om 9 seipso P TRMETRTTTHPT LE 10 October Season continues amp Picture Day 12 eDwimlodii 2P DP rH 12 Novembe2. Click Course MTO2 AYSO s Safe Haven You will need to login again with the same number and name and then complete the course You may want to save a copy of the completion certificate since there are sometimes problems with update in eAYSO DIVISION COORDINATOR AYSO REGION 55 17 Board Members Regional Commissioner Butch Ducharme Responsible for day to day management of AYSO region 55 Treasurer Melissa DelGleize In charge of all monies and checks You will contact her regarding any player refunds requested Registrar Denise English Marianne Low Handles maintaining regional database setting up registration signups and processing all teams and maintaining database Secretary Anne Brasie Sets up the monthly meetings and records all notes as needed CVPA Child Protection Advocate Hov Daniels Handles any safe haven questions and is in charge of clearing volunteers Coach Administrator Mark DiLauro Jason Kakimoto Sets up coaches training meeting and will handle any coaching issues Referee Administrator Loren Maddy Ensures all matches are covered by trained and certified referees in compliance with AYSO National Referee program Director of Referee Mentoring Peter Furman Program designed to continue referee training on field Director of Referee Instruction Rick Sedivy Ensures all referees are properly trained and certified and arranges all referee training Safety Director Dani DeGrood
3. in detail in the following pages but this is a quick overview just to get you started A majority of your work happens before the season starts as you help each coach get their paperwork and volunteer status done for the team The earlier you start the better Major Timelines Initial Make sure you have access to your AYSO Gmail account Google drive and eayso org so you can check volunteer status Monthly Attend board meetings 4th Tuesday of every month 7pm at Rodrigo s March April May Assist with player registration at Old World o ist registration Tuesday 3 31 5 30 6 setup 6 9 pm registration o 2ndregistration Sunday 4 12 1 2 4 o 3rd registration Wednesday 5 6 6 9pm Attend Spring Coordinator Mtg 5 26 to review position requirements Assist with calling to get coaches to volunteer for your division Jason or Mark will let you know what numbers are needed e Access Fall Coach List and update coach and assist coach status e Access Fall Coach List and update e Contact coaches via telephone first to introduce yourself and then via email Setup Gmail account to add coaches emails and setup group email for coaches assist coaches Attend coaches mtgs to hand out bags and rosters to coaches o July 18th College View coaches meeting o July 29 College View coaches meetings DIVISION COORDINATOR AYSO REGION 55 August Attend Bin training session will test keys again learn how to open and close fields and c
4. is where you want to submit your volunteer information You will be using the same screens to check as each volunteer completes their required information The commissioner can grant you permission to access the search fields Here are detailed instructions on how to check each volunteer s status Step by step instructions Login https www eayso org In the blue banner across the top of the page click on Lookup Volunteer Enter the name of your coach assistant coach and hit search Volunteer Registration You should see their name come up Next to their name should read MY2015 This means they have properly submitted their volunteer paperwork for the 2015 season You can check the box labeled Pprwk on the 2015 Fall Coach List If it does not read MY2015 or if their name does not show up at all you will need to have them submit their volunteer registration See detailed instructions below e Volunteer registration needs to be done every year Safe Haven Click on their name to get to the detailed volunteer information Click on Certifications Safe Haven If it reads Z Online AYSO Safe Haven then they have completed Safe Haven and you can check box labeled SHaven on the Fall Coach List If it does not then they need to complete safe haven see detailed instructions below Safe Haven only needs to be done once Note Sometimes safe haven can be listed under the Coach tab which is fine DIVISION COORDINATOR AYSO REG
5. needs to be done Asthe regular season closes the majority of your work is done DIVISION COORDINATOR AYSO REGION 55 13 How to update all online information You will need access and understanding of several internet sites to complete your job Here they are listed below Gmail account All coordinators will be given an ayso55 org email address You will need to check this daily to ensure you are responding in a timely manner to coaches requests and or questions This will be your main messaging tool with your coaches after your initial call to introduce yourself The webmaster Dan Minear can handle getting your access to this Google drive This is a shared drive where the 2015 Fall Coach list will be located Once the coaches for all divisions are finalized you will receive a link to this drive There are tabs for each division with the contact information for all of our coaches and assistant coaches For all coaches you will need to update the coaching certification volunteer paperwork and safe haven based on the information in eAYSO It is necessary that you update this as you work so everyone can see where it stands DIVISION COORDINATOR AYSO REGION 55 14 eAYSO org This is the site each player and volunteer will use to register as either a player or a volunteer for the upcoming season Even if they have played in the past they will still need to update their player information and bring to registration day This
6. season Also emails can easily be lost or sent to junk mail Coach s Bags Rosters Mark and Jason will setup a day time to pack the coaches bag for your teams Be sure to help out with packing each coach s bag and helping to deliver yours to the coaches meeting Plan on attending both coaches meetings to meet your coaches in person deliver roster and coaches bags You will be giving the head coach of each team his coach folder Team mom folders will be handed out at Team Parent Meeting If you have never been a team mom or a coach read through the folder before you hand out to the team in case you need to answer any questions they may have Remember you are the first stop for any questions for your teams DIVISION COORDINATOR AYSO REGION 55 August Emails and updates What you need from the Coaches Each coach will need to contact their team players setup a parent meeting and recruit volunteers to fill the required spots They will need an assistant coach team parent referee 3 are needed for U10 and up and a picnic volunteer Coaches or team parent will need to send you all volunteers name email and phone number so you can add them to the Coaches list and check their status You will be verifying each coach is aware of the training dates for each volunteer coaches training and referee training Updating Coach List Once you have received all volunteer information for each team you will continue to update the Fall
7. Able to answer any safety or claim questions from parents coaches or staff Scheduler Becky Kirby Schedules games field use and practices for lighted field Team Parent Coordinator Debby Brown Distributes information to team parents for dissemination to players coaches and parents Volunteer Coordinator Marianne Low Your go to person for any questions you have as a coordinator Webmaster Dan Minear Person in charge of website DIVISION COORDINATOR AYSO REGION 55 18
8. Coaches list on Google drive and transfer status from eayso org for each position needed You will need to keep emailing and contacting each volunteer to confirm which training date they will need to attend and once attended updating their status on the Coaches list Oftentimes parents will argue they can t possibly attend any training due to their very busy schedules Patience is obviously needed here but training is REQUIRED If referees or coaches can t attend one of the trainings offered through Region 55 they can search using eayso org for training given through other Regions As long as they sign up online and attend in person and keep their certificate they can be signed off on as long as it is appropriate training All volunteers must have Safe Haven online training completed All volunteers must have an updated Volunteer Paperwork completed and cleared by CVPA All coaches and referees must attend in person specific training for their age level DIVISION COORDINATOR AYSO REGION 55 Field Setup All hands on deck Butch will setup a day time to paint the fields If you haven t done this before good time to learn how to use machine properly and the work that goes into getting the fields ready You will need to email your coaches assistant coaches requesting volunteers to come line the fields Bin Cleanup Early August Make sure you have received keys to your bin and to the port a potty If not check with Volunteer Coor
9. ION 55 15 Coach Certification Back to eAYSO look at the Certifications Coach tab to see all of their coaching certifications The Certification Description should read U 6 Coach U 8 Coach etc If it says Z Online U 6 Coach it means they only took the online class and not the field class They will have to take the in person class that AYSO offers Every coach must have age specific certification For example if they are coaching U6 but have U10 training only then they need to attend U6 class If they have the proper certification then please update the Fall Coach List to read U6 U8 etc If they do not then you will need to remind them that they need to attend an in person AYSO training Please enter the date that they will be taking the training in the Fall Coach List this will help us know how many to expect at training DIVISION COORDINATOR AYSO REGION 55 16 Volunteer Registration Instructions The following details how each volunteer must use eAYSO to register every year You can email this to your parents as needed Go to www eayso org Update your current year volunteer registration form e Take a picture of your drivers license and email to cvpa ayso55 org Safe Haven Instructions Safe Haven only needs to be done once For Safe Haven online training go to http www aysotraining org and enter your AYSO ID and your last name click login Scroll down to Coach Training and click View Courses e
10. day and volunteering Attend trophy distribution 11 4 6 8 pm at Lamppost Pizza Final clean out of bins DIVISION COORDINATOR AYSO REGION 55 June amp July What to do first During June August will be when the majority of your work will start to happen Now you will have received the link to the Google Docs spreadsheet called 2015 Fall Coach List coaches list Update Coach List First for all coaches you will need to update the Google drive with the status of the coaching certification J volunteer paperwork K and safe haven L based on the information in eAYSO Get coaches t shirt size and enter in Google drive this way we can hand out coaches shirts at coaches mtg Important you do this as quickly as possible so we know where we are going into the coaches meeting Next make sure you contact all of the coaches and assistant coaches on your list Introduce yourself as their division coordinator and first point of reference for any questions they may have Let them know about anything they are missing that would prevent them from picking up their rosters on at the coaches meeting All three things coach certification volunteer paperwork amp safe haven must be completed before we release their team roster It is extremely important that you call via telephone and introduce yourself to each coach first Do not email first The difference is important in that you will establish a relationship that will last throughout the
11. dinator Will meet at bins with all coordinators to review open close procedures and clean out bins Make sure you have several cases of paint Check safety equipment bandages ice packs Make sure folders are labeled for each team for example U6B1 U6B2 DIVISION COORDINATOR AYSO REGION 55 September Fall play begins O K season is about to start Coaches team moms referees are going to have a lot of questions Make sure you are checking and answering your emails on a daily basis As the first game gets closer everyone will be scrambling to get their statuses taken care of so they can get their uniforms If you have done your job well in August your teams should be mostly taken care of Remember stay on top of emails throughout the season Coaches team moms referees will have questions and need assistance getting ready for the first game First game of the season is September 6th Saturday You will most likely be handing out uniforms this first week to your teams Weekly Emails Every Tuesday or Wednesday send out reminders to any teams in your division who have the first or last game of the day First game of day teams will be responsible for helping paint the fields and setup goals as needed Last game of day teams will be responsible for taking down goals bringing everything to bins Also any informational emails that are sent out by the Volunteer Coordinator or Coaching administrators will need to be
12. forwarded to all of the teams I would suggest making a group email that includes all coaches and assistant coaches so when you are sending these it is easier to do DIVISION COORDINATOR AYSO REGION 55 Season Scheduling Now depending on your division you will either have a total of 2 or 4 coordinators for your level All of the coordinators for each level will need to coordinate the following responsibilities during the season Field Opening Every Saturday by 8 00 the field needs to be opened This includes the following Unlock bin make sure boxes with team folders are visible so coaches will pick up any info that is needed Set out equipment and instruct parents on how to line the fields Make sure every field is lined each Saturday If this is not done we could lose the lines completely and then would have to redo which is not a small job Pull out trashcans so parents can place closer to fields Unlock port a potty Make sure it has toilet paper and looks ready to go Leave lock locked to chain so it will not disappear Field Closing Every Saturday within 1 hour of final game ending on your field the field must be closed This includes the following DIVISION COORDINATOR AYSO REGION 55 Lock up port a potty Make sure it looks fine Place trashcans back in bin Pull out trash bags and place either in dumpster or leave by bin for pick up Check with Volunteer Coordinator for specifics for your field Put everyth
13. g the back for the Referee game report and for any incidental report e If you find any issues contact both coaches and get the information from both of them of what happened then follow up with Coach administrator Be sure to copy Volunteer Coordinator Butch Mark Jason CVPA and referee administrator on any issues Also here is where the referees sign there names and get credit for refereeing the games For U10 and above teams have to earn a certain number of points to be eligible to play in the playoffs Make sure that the game card includes the name of the referee and the two assistant referees as well as the team for which each of them are earning points No referee information no credit given for referee points Keep all cards until after December and then you may toss them They are needed as backup in case there are any discrepancies AB AYSO games shall be conducted in accordance with the current FIFA Laws of the Game Referee Game Report ow 4 i2 uw 4 258 CHCPI GoD Ls won DBLUE ec O 219202 e 2 5 ay Ty Overstl Conduct amp Sporting Behavior DIVISION COORDINATOR AYSO REGION 55 11 October Season continues amp Picture Day In October the season is in full swing make sure you are sending out your weekly email reminders regarding first and last games of the day Picnic Picture Day October 4th is Picture Picnic Day Each team will be responsible for providing volunteers to work their volunteer sh
14. ift Let your teams know this is a fun day where the kids can play games or play on bounce houses There are food booths available also As a coordinator plan on volunteering the majority of the day helping out as needed Make sure all picture forms are delivered to the team boxes in the bins before Picture Day Ifanyone is missing a form there will be extras available at the site Once the volunteer schedule is determined please email out to the coaches so they can check not only their volunteer time but also their picture time DIVISION COORDINATOR AYSO REGION 55 12 November Trophies amp Playoffs Season is drawing to a close now so make sure you continue with your weekly jobs emailing and checking any questions Trophy Distribution The trophies are created and then the team parent adds the labels with the name on Trophies will be distributed November 4 2015 from 6 8pm at Lamppost Team Parent coordinator will be on hand to distribute trophies please be sure your team is aware of this information If you have a team that is eligible for the playoffs do not distribute the regular trophies yet Any playoff contenders will get a playoff trophy End of season regular trophies can be handed out to non playoff teams Playoffs Playoffs will continue and also All star tryouts will commence You will need to open fields as needed for playoff games Please double check all schedules so you will know what
15. ing that is out back in bin Pick up scorecards for teams Lock up bins Scorecards All scorecards must be reviewed and checked on Saturday after the games are finished e Scorecards must be filled out correctly Front should have all info filled out with each player listed e Check for games with more than 5 goal difference o In efforts of fair play and sportsmanship please let coaching administrators know if there are runaway games with the score o Contact the coaches to see what happened and discuss what tactics they can employ to keep their kids working on skills but to keep the score within 5 goals Here is what the front of a properly filled out card should look like DIVISION COORDINATOR COACH S NAME Nomen er team players must be listed in order by OFFICIAL LINEUP CARD REGION _ ED AGE GROUP LBA TEAM a on3 8 07 TEAM NAME Pink Ponies OPPOSING TEAM _ UB6 4 ASST COACH S NAME Ha mMM Ma If absent indicate reason DA 20 A A who pa je Age Each Half Duration of the Game Ball Group nottoexceed not to exceed Size 90 Minutes 80 Minutes Size 5 10 Minutes 60 Minutes sue 4 40 Minutes O Kee rer U 6 20 Minutes 10 min recommended 40 Minutes 20 min recommended gt AYSO REGION 55 10 Scorecards cont You are checkin
16. lean out bins As coaches contact teams and fill volunteer roles on teams your job is to make sure everyone has completed volunteer paperwork registration paperwork and proper certification based on their volunteer role Make sure all coaches are aware of referee training dates Referee training tentative o August 22 Saturday Regional Referee Classroom and Field Training o August 29 Saturday Regional Referee Classroom and Field Training o September 8 5 9pm Part 1 Regional Referee Training o September 9 5 9 pm Part 2 Regional Referee Training Keep Google drive updated with all volunteer information Deadline for all teams to have 2 referees certified team mom and coach and assist coach paperwork in Without this minimum requirements kids will not receive uniforms Uniforms handed out at Uniform Distribution at Lamppost 8 26 Schedules will be distributed as soon as final typically a few days before first game Create schedule with fellow coordinators to determine open close of fields September October Send out open close fields emails weekly by Thursday prior to game Send out pertinent emails from Volunteer Coordinator to teams as needed Pick up referee cards after each game report any discrepancies Game Cards You are looking for runaway scores anything over 5 differential needs to be sent to coach ayso55 org November Make sure each team has volunteer staffing for picture picnic day Plan on attending picture
17. r Trophies amp Playoffs eere 13 Trophy DISEPIDUEIDE ad uiaaaen zie dera Re o ER Dex Cir uia ion ER Ua KaD RE dn ea MR Rind 13 Playoffs cixscsatuun Peu RR Doa UR ERR Op eda ER YER GE DAMES HOUR GRAMINE Ra d o Ro oe 13 How to update all online information sees 14 Gmail ACCOUNT siiis esci ibl xima iaa aded sad aao facade ad Add EROR VERRE EI OIA MP Ead 14 GOOOIe HIVE soinnin inaa bois opas Dd bad RUP are dd XE RM RS RS LAT GE 14 CAY SO DOPO sic5is tis oes ia eae ese ta sane E MI E III IM EP P IM ME RI I LM aie 15 Vol rnteer RegisSEFBEIDTI keserse ed ROO AGLI d OC ER Lr X OR E dunes 15 See Pavel diaskuxdut asaqudN S443 x AQUA KAY Vu RAM PA ER RUN da ol RU D A O 15 Coach COMMCAUIONs rsson va idc a EL RN p E REOR ED n RA E 16 Volunteer Registration Instructions ener 17 Safe Haven Instructions isses kai nya her pER ERE R CR kX Eo Edo RR RR VR SET LER E MEE 17 Board Members eucesusskasinsAnSSAREAAESRUEREREEPEFREVFINIAAN ERAN EREAN WEFARFFEKFEE 18 DIVISION COORDINATOR AYSO REGION 55 Responsibilities As Division Coordinator you will be responsible for an assigned number of teams Your role will be to assist the coaches in getting everything ready for the Fall season You are their one stop shop for any questions regarding when and how to get everything done Following is a basic timeline of when and what needs to be done Each month will be covered
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