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ERSL Team Officials Meeting Regional

Learn about the key topics discussed during the ERSL team officials meeting in April 2015, including communications, discipline, schedules, and the ER Cup. Understand the communication model and important dates for the ER Cup and Shield competitions.

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ERSL Team Officials Meeting Regional

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  1. ERSL Team Officials MeetingRegional April 2015

  2. Agenda • Introduction • Communications • East Region Cup • Schedules • Team Section – Website • Discipline • Questions

  3. Communication model • Inbound Outbound • Parents & Players ERSL Directors • Team Officials ERSL General Manager • Club Rep Coach (cc Club Rep & President) • ERSL General Manager Parents & Players • ERSL Directors Questions, complaints, concerns, and other matters must be communicated to the appropriate Club representative. DO NOT RESPOND TO E-MAILS FROM THE WEB SITE GENERATOR

  4. Communication model Exception • All of your Communications are to be directed to your Club except, in the following circumstances you may contact the League directly: • Reschedules • Requests for Reschedule (Other) • New game details • Discipline • Requests for reports/documentation • Hearing Requests • ER Cup • Tournament Date conflicts

  5. ERSL Pre season statistics – As of Apr 23, 2015

  6. Getting ready for the new season • The ERSL operates extensively via the web site and email • Emails from the website come through an email generator. DO NOT RESPOND TO THIS EMAIL ADDRESS! • To prepare your team for the season you need to: • Activate your account • Enter your OSA # and Personal Details • Enter your team roster • Enter your players shirt #’s • Familiarize yourself with the web site tools

  7. ER Cup & Shield Overview • Regional (L3) teams are automatically entered in the ER Cup • District Competitive teams (Tier 1 & Tier 2) are automatically entered into the ER Shield • Tier 1 District teams are given the option to participate in the Cup OR the Shield [not both]. • As a T1 team you are automatically entered into the Shield • If you would like to participate in the Cup, against L3 teams instead you must notify your Club • Your Club’s deadline to declare team participation is May 15th

  8. ER Cup & Shield Entry • For all teams, if you do not wish to participate in the Cup or the Shield notify your Club before May 15th!! • Teams must send any ER Cup tournament date conflicts to GM@ersl.ca by May 15th at 6pm • The draw for the ER Cup will be made on Tuesday May 20th and will be published on the ERSL web site no later than May 23rd

  9. ER Cup & Shield Schedule • Final dates are fixed • There is some flexibility for the earlier rounds • First round will be during the week of June 22nd when there are no regular league games scheduled. • 2nd round teams will arrange game details with their opponent; the game is to be played between July 5th and July 26th • Semi-finals will be August 9th for U17/18 and August 23rd for U14-U16 • Finals will be August 16th for U17/18 and September 13th for U14-U16

  10. ER Cup & Shield Finals Hosts • The ERSL will host the U17/18 Cup & Shield finals – Richcraft Recreation Complex - Aug 16th • Kemptville District SC will host the U14-U16 Cup finals – Sept 13th • We will seek a host for the U14-U16 Shield finals to be held on September 13th • Clubs who wish to host must submit an application by Wednesday, July 29th • Application forms will be available on the web site

  11. ER Cup & Shield Player Eligibility 8. A player shall play for only one (1) team in the ER Cup or Shield competition. Once a player has played for a team, they are tied to that team for the remainder of 2015 Cup or Shield competition. 9 .Subject to the restrictions of Article 8, play up permits are allowed, but are restricted to players from a lower tier of District Competitive in the same age division, from a competition level equal to or lower at a younger age group, or a Club's house league. The team’s age division is the division to which they are registered with the OSA. 10. Trial permits are not permitted in the ER Shield. 11. Temporary Registration Permits are not permitted in the ER Shield.

  12. Managing your schedule

  13. Schedules • Draft schedule will be published by May 11th • Please review your team’s schedule and report any issues to GM@ersl.ca • Between May 11th and May 15th we will correct the draft schedule and take Requests to Reschedule “Other” as outlined in the Reschedule Policy • Final schedule released May 18th • Changes will continue to occur over the next week as problems are identified – So continue to check your schedule • Please pay special attention to game fields and game nights – they may vary from your usual • Season will start Monday May 25th – pending fields opening

  14. Managing your schedule You are responsible for managing your schedule

  15. Schedule – World Cup Game Days • The following will be blackout dates in the ERSL Schedule for the 2015 season for WWC: • Thursday,June 11th; • Monday June 15th; • Wednesday, June 17th; and • Monday, June 22nd. • The ERSL will not be scheduling games on these 4 dates.

  16. Rescheduling Quick Notes • December is a holding place until a game has been rescheduled. • If you have games appearing on your schedule with a date in December they are “up for reschedule” and the Home team must initiate the reschedule discussion with their opponent • Teams have 2 weeks to work out a new date once a reschedule request has been approved - all games must be played before Sept 13th 2015

  17. Draft Schedule Week May 11-15 • During Draft Schedule Week – May 11th-15th • U18 division teams may request reschedules for games scheduled after August 20th • All teams may request to move weekday games scheduled between EODSA and SOSA teams • All teams may request to move weekday games scheduled before the fourth Friday in June and after August 31st where the one way travel time exceeds 75 minutes • If Canada Day falls on a regular game day, all teams may request to reschedule the game

  18. Reschedule Requests - Other • Throughout the season Requests for Reschedule can also be made for the following reasons: • Two or more players playing with CSA, OSA or District team, or participates in university tryouts, within 24 hours - must advise the ERSL of the reschedule request at least 48 hours in advance of the scheduled kick off; • Participating in an Ontario Cup game 48 hours prior – Team must advise ERSL of reschedule request at least seven (7) days in advance • A team is scheduled to participate in an ER Cup game 24 hours prior to a scheduled ERSL game. The Team must advise the ERSL of the reschedule request at least seven (7) days in advance of the scheduled kick off

  19. Reschedule Requests – Other con’t • There are some items which required submission of exception requests before May 1st • c)     A team submits, by May 1st, an exemption request by email, due to the entire team traveling (travel period may not exceed three (3) weeks). A request received after May 1st will not be accepted; • d)     For games scheduled on a weekend - A team submits, by May 1st, an exemption request by email, due to a team’s entry into a tournament. The ERSL may request a copy of the tournament entry form to verify the request. Each team shall be limited to requesting an exemption for a maximum of three (3) weekends. A request received after May 1st will not be accepted; • e)     A team has Monday night as its regular game night, and submits by May 1st up to one additional exception request, due to a team’s entry into a tournament the preceding weekend. The ERSL may request a copy of the tournament entry form to verify the request; • f)      A team has Tuesday night as its regular game night, and submits by May 1st up to one additional exception request; due to an entry into a tournament the preceding weekend which includes games on the Monday. The ERSL may request a copy of the tournament entry form to verify the request;

  20. Reschedule Requests – Team Choice • Before you use your Team Choice reschedule, check to make sure the game does not fall under an “other” policy item • Each team is entitled to ONETeam Choice reschedule • Reschedule requests for Team Choice must be made via the web site tool, and must be made 6 complete days before the date of the game. • A Game scheduled for Monday May 25 must be requested for reschedule by midnight Monday, May 18. The tool will only show games meeting the reschedule criteria • Once you have made a request for reschedule using the web site tool, your ONE Team Choice is “used” and cannot be reinstated!! • A Team Choice Request is automatically approved and the opponent is notified instantly (do not wait for an approval).

  21. Reschedules by the League • Games will be posted by the League for rescheduling (December) if: a)    At the discretion of the Referee, they are postponed due to inclement weather or unplayable field conditions; b)   A game is postponed at the discretion of a park official responsible for the operation and maintenance of the field with the authority to close the field to soccer use; and c)    The Referee does not appear within 20 minutes of the scheduled kick-off time and no other OSA registered, certified and eligible Referee, agreed to by both Teams’ Officials is available to replace him/her.

  22. Arranging a Rescheduled Game • Any Game appearing with a date in December and any game for which you receive a notification from the web site (Team Choice) must be rescheduled • The ERSL does not reschedule games for you • Access your Opponent’s contact information through the “Contact” tab on the web site • Select Team Contacts in the left sidebar • Select the desired team from the drop-down menu • Email addresses and phone numbers for all Team Officials will be displayed

  23. Arranging a Rescheduled Game • The reschedule process must be initiated by the Home teamand BOTH teams must cooperate to complete the process • First contact your Club to determine where/when there is field availability • At a minimum, the Home team is required to provide three (3) dates, including at least two separate weekends, for the Away team to choose from; • You have 14 days from the approval of a request to set a new date and time for the game • All games must be played before the end of season date – September 13th • If the request is for either of a team’s last 2 games, the game must be played before the originally scheduled date

  24. Arranging a Rescheduled Game • You cannot accept a reschedule, on the same day you had previously asked to have a game rescheduled • Reschedules for U18 teams must be played before August 21st • Once the game is agreed upon: • START A FRESH EMAIL • The Home team must send an email to the Away team with the following details: • game number; • new game date • home team • away team • Field • start time • The Away team must forward the email to GM@ersl.ca with the Home team cc’d. • Note: If this process is not followed the game will not be rescheduled

  25. Arranging a Rescheduled Game • If the teams cannot agree on a date within 14 days of the approval of the request to reschedule, the team responsible for the initiating the reschedule process shall report the problem by email to the ERSL and include emails documenting their attempts to reschedule. • The ERSL will determine if the teams have made reasonable attempts to reschedule and the appropriate action, as outlined in the policy will be taken • Not demonstrating flexibility isn't reasonable

  26. End of Season date • The End of Season Date is Sunday September 13th, 2015 • No games will be played after this date except for games postponed or abandoned within 7 days of the end of season date • The outcome of any games un-played will be decided by the League

  27. Team Section - Website

  28. Team Section Once you log in to the website as a Team Official there are many things you can do and need to do, including: • Game Sheets – print game sheets • Suspensions – view suspensions • Game Report – complete game reports • Playing Up Permits – request / cancel / see status of PuPs • Add to Squad – add players to team • Modify Squad – modify player info • Delete Player – delete a player • Shirt Numbers – update to show on gamesheets • Player Privacy – individually select the privacy level for a Player • Modify Scorer – modify the scorer for a game • Modify Shutout – modify who got the shutout • Change Uniform – change uniform colours • Request Reschedule – request a reschedule

  29. Maintain Team Data • The majority of communication with Clubs and Teams is through email – maintaining up to date contact information is essential • 24.08 The e-mail shall be deemed to have been received by Teams: • May 1 to September 15 - 72 hours after transmittal of the e-mail • September 16 to April 30  - no e-mails will be sent to teams other than for informational purposes

  30. Players and Staff • To be eligible to play, both players and staff must be registered with the OSA • Anyone listed on the game sheet is deemed to have played in the game (Players) or been present on the bench (Officials) • It is your responsibility to ensure only registered players and staff are on the game sheet - DO NOT ADD PLAYERS TO SQUAD ON WEB SITE UNLESS ON YOUR OFFICIAL ROSTER • Players and Team Staff are entered on the web site so they can be printed on the game sheet • If you are not registered with the OSA you are not permitted to activate a Team Official Account on the web site • At least 1 Team Official must activate by April 30th

  31. Team Section of Web site -Play Ups

  32. Play Up Permit Requests • Details on who is eligible are contained in the Rules and Regulations • It is your responsibility to ensure that the player you request to play up meets the eligibility rules • If you play a player that is ineligible it will result in discipline • Only playerstypedon the game sheet are eligible to play • No additional PuP form is required as the Play Up is printed and identified on the Game Sheet • The exception is for Temporary Registration Permits and Trial Permits where additional form is required and names are to be handwritten

  33. House League Play-Up Permits • House League players can be requested as Play-Ups through the web site but these players must be added by a Club Administrator • Once added they will be available for teams to request as play-ups • Once a team has requested a PuP (play up permit), an email will be sent to your Club Representatives • The Club Reps will login and approve or decline the PuP – some Clubs have internal rules for approval; the League will not approve PuPs • If it is approved the player will be printed on the game sheet and is eligible to play

  34. U12 Play-ups to U13 • Any U12 players that you would like to request to play-up to U13 will only be accessible through the Houseleague Play-up list, not a team roster • Only those U12 players approved by the District for play-ups to U13 will be added to the Houseleague play-up list by a Club Administrator • If you are a U13 team looking to call-up a U12 player who does not appear on the Houseleague list contact your Club.

  35. Play-Up Permits • A team may not use more than three (3) call-up players (including any players playing on a Temporary Registration Permit) in any one League game • In addition to being printed on the game sheet, a valid OSA Registrant Book, or a valid OSA ID Card (& OSA roster), shall be presented at the game in order for the player to be eligible to play;

  36. Team Section - Play Up Permits

  37. Team Section - Play Up Permits • House League selection

  38. Team Section - Play Up Permits • The Coach clicks “Submit” and an email notification is sent to the Club Rep

  39. Team Section - Play Up Permits • The approval status is displayed for the Coach

  40. Team Section - Play Up Permits • Game sheet lists Play-Up players

  41. Play Up Permits • If a player is registered as both a competitive player and a recreational player, he/she may only be called up from the competitive team. • If a player is registered to a team playing in an age division which is older then their true chronological age, they may be called up to a team in an age division equal to their true chronological age, provided that the team to which they are being called up plays at a higher level then the team to which the player is registered. • As an example - A true U14 player is registered to a U15 District Competitive team. That player may be called up to a team playing at U14L4, U14L3 and U14L1. In short, age correct, level up

  42. Team Section of Web site - Game Sheets

  43. Game Sheets • Before each game you have to create a set of 3 game sheets • These are only available via the web site • The Game Sheet is the official document of the game so please ensure it is complete and accurate; be sure to verify the referee section as well • At the conclusion of the game you will receive 1 copy of your game sheet, and 1 copy of the opponent’s; the referee will keep a copy of each for submission to the ERSL • You do not submit game sheets to the ERSL

  44. Game Sheets • Initial having done card check under the list of player names • If staff or players are not on the game sheet or are listed as suspended they cannot be on the bench • ALL bench staff shall sign the game sheets • If players or bench staff are absent, please cross them off the game sheet • Give the game sheets to the referee at least 15 minutes before kick off

  45. Game Sheets – Select the Players • Select the players for the game sheet • Note: the PuP player is shown • If you do not require the PuP you will need to go to the PuP page and delete the PuP • DO NOT add PuP players to your roster

  46. Game Sheets – Select the Staff • Only 4 Staff can be on the game sheet and on the bench • You can have more than 4 Staff sign up for your team

  47. No Game Sheets? • 8.4 In the event that a game sheet cannot be printed from the ERSL League Management System due to technical difficulties, the team shall inform the ERSL by email or voice mail that the team was unable to print the game sheet. Notice of the difficulty must be received prior to the game start time. If notice is received after the game start time, the team's Club will be subject to the applicable fine as per the published schedule of ERSL Fines. • 8.5 When a game sheet cannot be printed from the ERSL League Management System due to technical difficulties, the affected team shall create a hand written game sheet, modify a copy of an old game sheet or use the OSA Team Roster Report and add the additional game information. The ERSL will manually verify the registration status and eligibility of the listed players. • 8.6 Any Team that fails to produce a game sheet will be subject to a fine as per the published schedule of ERSL Fines.

  48. Game Sheets – Red & Yellow Cards • Cards are recorded on the game sheet beside each player. • Red Card offence codes are listed on the bottom of the game sheet: • The Referee will indicate the applicable offence in the “R” column of the game sheet so players and coaches will know what the potential discipline is. • Verify the code is there when you collect your game sheet from the referee; if a code has not been indicated please ask the referee to add the code.

  49. Protesting Cards – Hearing Request • If you would like to protest a Red Card you must submit a Hearing Request and $50.00 request fee within 72 hours of completion of the game to the ERSL (fee is only payable if found guilty) • You should request a copy of the referee’s report • Requests for Hearing are only complete when they are accompanied by the fee; after 72 hours has passed you may no longer request a hearing • Any coach ejected during a game also has 72 hours to ask for a Hearing – do not return to the field and leave its vicinity. • Your best resource for guidance when it comes to Discipline matters is your Club Discipline Representative

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