Middleton Wings Youth Hockey Team Management How-To Guide

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/register/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 • Discuss Parent helpers • Discuss Tournaments and Slush Fund • Handout/Complete any necessary paperwork

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@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 ‘Member’s 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 association’s 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 ALD’s 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 – don’t 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@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 team’s 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/player’s 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 team’s 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 (ALD’s) both within the Association and at Region 4 Hockey • Region 4 Hockey website http://www.region4hockey.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 • Don’t hesitate to ask questions and seek answers • Support and respect the game and all aspects of hockey • Thank you for your commitment