Information For Managers
WELCOME & THANK YOU
Congratulations on becoming your team’s manager. This page will guide you through the setup of your team, and provide information on how to manage your team throughout the season. There are several experienced managers within our organization who would be willing to answer any questions you may have. Please reach out to your Director of Programs for any questions.
All members of the coaching staff will require proper coaching certification. You can have ONE trainer on the bench with first aid training and all must have valid (every 3 years) vulnerable sector check; all will have to be submitted to the Director of Technical.
SEASON SET UP
Below is a list of activities you’ll need to complete:
- Host a meeting between yourself, the team’s head coach and assistant coaches as soon as possible, to discuss duties, expectations, plans for the season and philosophy of how the team will be run
- Discuss expectations of arrival times for practices and games
- Discuss how your coaches want to deal with any issues (ie. 24 hour rule, direct contact with the coach?)
- Decide how to communicate with your team (Teamsnap is a good option)
- Verify your team roster with the Director of Programs as soon as possible
- Organize a parent/coaches meeting after the first or second practice; send out an agenda with projected budget prior to this meeting
- Prepare a projected budget on how much you anticipate the season will cost the team; please keep in mind if you have a non-parent coach you should be covering the cost of his/her hotel, gas/flight and meals for away tournaments
- Discuss whether your team wants to order team apparel or if families want to do it individually
- Discuss cash call versus fundraising (or both). Note fundraising raffles require a lottery license from Alberta Gaming and Liquor. Teams can use the team sponsorship letter template as well (https://cloud.rampinteractive.com/okotokslacrosse/files/Team%20sponsor%20template.docx).
- Decide how many tournaments to enter. Typically, teams will attend one home and one away tournament. The list of all Alberta tournaments is located on the ALA website. Depending on what division you are please keep in mind you might be required to attend certain tournaments (ie. Spring Classic, Canada Day)
- For the Canada Day tournament, please note clubs will be responsible for their teams who withdraw within fourteen days of the start date of the tournament and will be invoiced for fines resulting from schedule changes. Written confirmation of the team attending and withdrawing from the tournament must be provided to the ALA Office prior to fines being levied.
- Assign volunteer roles (some suggested roles: trainer, jersey parent, treasurer, box officials: two per game, social coordinator, tournament coordinator, fundraising coordinator).
- Once you receive your team jerseys assign numbers to players. You can do this based on size or take jersey requests.
- Ensure all medical forms (https://cloud.rampinteractive.com/okotokslacrosse/files/ORLA%20Medical%20forms%202019.pdf) and code of conduct (https://cloud.rampinteractive.com/okotokslacrosse/files/ORLA%20Code%20of%20conduct..docx) forms are filled out. The medical forms should be kept in a file to be kept with the trainer or coaches on the bench. Review the medical forms and take note of any players with allergies or medical conditions and make all the coaching staff aware.
- To save time at games do up roster stickers for game sheets (three stickers per game). Players are to be listed in numerical order with Goalies first. Game sheet stickers must align with the boxes in each line. Use sticker pack Avery 05395.
- Any exemptions or release forms should be kept with the medical forms on the bench - keep copies for yourself as well.
To protect everyone involved and the team funds, you should have a separate treasurer from the manager.
Most banks offer a free sports team account with a few free cheques. It is recommended to set up the account so that two signatures are required to write cheques. Please keep your team account separate of your personal accounts. Everything must be traceable.
To set up the account; choose a bank and make an appointment that works for all those involved, take a letter (https://cloud.rampinteractive.com/okotokslacrosse/files/ORLA%20Bank%20Letter.docx) that states who is the treasurer and the second signee. Have the coach and manager sign and date the letter prior to your appointment. You will need to include each party’s phone number and the ORLA address on it.
The dollar store sells little receipt books, we recommend getting one or emailing receipts to everyone. This protects everyone involved.
Jerseys, first aid kits, lacrosse balls, goalie gear and game sheets must be picked up from the Director of Operations.
Please ensure all your players are wearing appropriate equipment, mouth-guards are MANDATORY. It is a 2 minute penalty and a 10 minute game misconduct to not be wearing one.
Practice schedules will be made available as soon as possible. You will also be able to find it on the website.
Game schedules are generated by the CDLA - watch their website daily for your team’s schedule
We recommend creating a spreadsheet at the beginning of the season and keep track of each player’s penalties highlighting any majors. A coach might see patterns and may realize he has to work on something at practice. And also, when a player hits three majors he/she must sit out a game. When they reach four majors they must sit two games. Any additional majors the player will have to go to the disciplinary board at the CDLA board.
Fill out the Team Intent form no later than June 1 complete with intent fee. Teams who fail to attend will forfeit their fee and the club will be fined $2,000. Teams who do not submit this form will be declared ineligible for Provincials http://www.albertalacrosse.com/
The roster for Provincials will be those that are registered with the ALA.
- Check the website for different volunteer positions and the point system
- Ask the Director of Programs if any of your families have paid the volunteer fee
- Be aware of a family’s overall commitments to the club (ie. board member, scheduler, tournament coordinator, etc)
- Home tournaments are NOT included - it is MANDATORY to volunteer
- To volunteer on the floor or the bench parents must have a current (within 3yrs) criminal check done (https://cloud.rampinteractive.com/okotokslacrosse/files/ORLA%202019%20Criminal%20Check%20Letter.pdf) Once done please send a copy to the program director to keep on file.
- Book tournaments ASAP - they fill up fast
- Clubs will be responsible for their teams who withdraw within fourteen days of the start date of the tournament and will be invoiced for fines resulting from schedule changes. Written confirmation of the team attending and withdrawing from the tournament must be provided to the ALA Office prior to fines being levied
- Once tournaments are confirmed please inform you Director of Programs ASAP as the CDLA and our scheduler will need to be notified
- If you choose a tournament out of province you will need a travel permit that is found on the ALA website
- For away tournaments it's your responsibility to book a block of rooms for your team, try to book a hotel that offers a hot continental breakfast
- Some teams like to host a team party (ie a pizza party), so consider booking a conference room when you book the rooms
SPRING CLASSIC TOURNAMENT
- The Spring Classic Tournament coordinator is Jen Hoyle -firstname.lastname@example.org Please contact Jen for any questions you may have
- Okotoks Raiders teams are required to attend in the following divisions -- Tyke, Novice 2 and Novice 3, Peewee B &C, Bantam B & C, Midget B & C divisions. BOYS TEAMS ONLY
- You must and register for this tournament; spots are held for each team.
- ALL FAMILIES THAT HAVE PLAYERS PARTICIPATING IN OUR HOME TOURNAMENTS ARE REQUIRED TO VOLUNTEER IN ADDITION TO TEAM VOLUNTEERING
- All teams participating in Provincial Championships must be registered with the ALA registration system. The rosters for the Provincial Championship will be those that are registered with the ALA, as per the ALA registration system
- Teams may affiliate two players and a goalie if roster attending provincials is less than 15 players. Any affiliate goaltenders must be dressed as goaltenders, on the bench, and will only be eligible to participate as a goaltender during Provincials. ALL affiliates must be drawn from the same club and in a lower division or lower tiered team in the applicable division. Players may not be affiliated if a conflict with their normal team exists. All players' first obligation is to their regular club team.
Thank you again for volunteering to be your team manager. You provide a pivotal role within the Okotoks Raiders Association - contribute greatly to the success of your team.