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TEAM REP GUIDELINES FOR OSHKOSH UNITED
Thank you for agreeing to be the team rep for your team. We hope to take some of the anxiety/stress out of your job by providing you with a detailed explanation of your team rep. responsibilities.
In general, your duties as team rep would be to:
•Serve as the primary source of information and communication between team members and coach. This would include information regarding schedules, tournaments, uniforms, practices and club events.
•Serve as the liaison between your team and the club.
•Seek volunteers from your team to assist in club activities and projects
•Handle game day procedures including rosters, game report cards, referee fees and oversee Player Pass Cards and field flags (your coach may take responsibility for some of this)
•Sign up team for tournaments and make arrangements for overnight stay if necessary.
The following outlines specific information about each of these responsibilities.
(It is highly recommended that you get a binder to help you organize the materials.)
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BEFORE THE SEASON BEGINS
OCTOBER-JANUARY
It is important that you attend the fall meeting. You will be given the forms/information you will need throughout the season. It is also an excellent opportunity to gets players’ signatures on their players pass card as well as double check contact information with the families.
•Player Pass Cards must be signed by each team member
At the Fall Meeting, you will receive the Player Pass Cards/photos for your team.
These cards are VERY important because a player cannot play in a game without a player’s pass card.
1. The players’ passes must be signed on the back by the players.
•The player’s signature must match the player name printed on the front
(ex. if the name says “Robert” on the front, then the player must sign “Robert” and not “Bobby”).
•Please be sure the player signs IN CURSIVE.
2. Please tape the player’s photo onto the back of the card in the upper left corner.
3. Return to the Registrar: boysr@oshkoshunitedsoccer.org or girlsr@oshkoshunitedsoccer.org by _______________________.
The Registrars will get them laminated and return them to you before the season begins.
•Make copies of Medical Release and Liability Forms
At the meeting, you will also receive the medical release forms and the liability forms for each player. You need to have these on hand for games and are needed when you check in at a tournament. It is a good idea to make at least 2 copies of each of them. (Some tournaments take them at check in and do not return them).
•Establish a communication network with the other families on your team.
You are the primary source of information for the parents on your team. You will be provided with a list of contact information for each family. It would be a good idea to establish a contact list, as well as reaffirm addresses, phone numbers, cell phone numbers and email addresses. Also, in the case of a dual household, you may want to ask if additional parents need to be added to the contact list.
Once a coach is assigned, the coach may communicate with the Team Rep./team. However, coaches are not officially responsible for a team until May and communication may not happen until then.
•Uniforms
At the fall meeting, you will also receive information regarding uniforms, which include sizing and price information and a team order form. Your job is to get this information to the families on your team, collect their orders and money (checks can be made payable to Oshkosh United Soccer Club) and turn it in to the Uniform Coordinator. He/she will deliver the uniforms to you for distribution.
•Indoor soccer during winter months
As team rep, you may want to encourage team members to get involved in indoor soccer (for example, through the YMCA or Soccer Heaven and Player’s Choice in Appleton).
Club coaches regularly offer indoor training sessions. The team rep will be notified of all training sessions by the Director of Coaching as to when and where.
Finally, if a team would like to rent indoor soccer space to practice during the winter, the cost is covered in one of two ways: paid by the families directly or paid by the club and forfeit a fourth tournament during the season.
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FEBRUARY/MARCH
•Sign up for Tournaments
(You may want to see if another parent on the team would be willing to be in charge of tournaments).
Some coaches will automatically assign tournaments for their team and communicate those to the team rep and families directly. Otherwise…
•team rep should contact coach/parents to get input as to which tournaments the team should play in (all teams play in the Oshkosh tournament, as well as 3 others of their choosing).
•Some tournaments do offer a discount for early registration, so you may want to send in your application(s) in a timely manner.
•Oshkosh United is part of the Wisconsin Youth Soccer Association (WYSA), so our teams must sign up for tournaments sanctioned by this organization. Go to the WYSA website (www.wiyouthsoccer.com) under “Sanctioned Tournaments to get a list of these tournaments. (There will also be a link to the website on the United Soccer website).
•Once it has been decided which tournaments your team will play in, obtain the payment for these tournaments from the treasurer, David Seekings (dseekings@new.rr.com). Contact David and let him know how many checks you need, which clubs they should be made out to, and the amount needed for each. David will then send you the checks in the mail.
•When you receive the checks from David, download the registration application from the website, send in the completed form and check
•NOTE: for the OSHKOSH TOURNAMENT, you DO need to fill out an application form and send it in, but you do NOT need to send in payment.
•These clubs will then contact you (usually via email) to let you know if your application has been accepted. If an application is rejected, you may choose to try to register your team in a different tournament.
•If the tournament requires an overnight stay, the team rep should reserve a block of rooms in a nearby hotel (For some tournament, especially Oregon, this should be done early). There is a list of recommended hotels on the tournament’s website.
Post Information on Team Website
Each team rep will be inserviced as to how to post/maintain information on the team website (accessed through the Oshkosh United website). Information regarding tournaments, practice times and season schedule should be included. Parents can then use this website as a reference during the season.
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SEASON BEGINS
Before the season begins, the team rep. should work with the coach to provide the families on the team information regarding practice times, the game schedule, the roster and tournament information. Also, communicate any changes as the season progresses. Posting this information on the team website would be the easiest/best way to do this.
Before the season begins, each team rep will receive:
•Laminated Player pass cards from the registrar
•a check to cover all of the referee fees from the treasurer
•East Central Roster/Carding Report (sample attached)
•scorecards for mailing in game scores after each game (sample attached)
•medical release forms for all players
•liability forms for all players
•notarized team roster
•equipment for the team (these will be handed out at the spring meeting and include balls, cones, medical kit and corner flags)
GAME DAY RESPONSIBILITIES
The following are needed for each game (coach may assume responsibility for some of these items, establish this with him/her before the season):
•Player Pass cards (it helps to keep these on a metal ring/zip tab of some sort--be sure to keep them in alphabetical order). It cannot be stressed enough that these cards are VERY IMPORTANT-players CANNOT play in a game without a player’s card. Please do not lose these!
• money for the referees. The total amount of money needed to cover referee fees for the season will be sent to you (in a check) by the treasurer, David Seekings. David will also include information about the amount of money needed per game.
•East Central Roster/carding report-this is different than the notarized team roster you receive from the registrar. This roster you need to fill out yourself, along with player numbers. It is a good idea to put in the general info (coach name, team name, players names) and make copies of these. Then, for each game you would just need to fill in the specific information for that game (opponent name, etc.)
This form can also be found on the East Central website (www.eastcentralsoccer.org) under “info”.
•medical release/liability forms. It is a good idea to have these on hand in case they are needed.
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If it is a HOME GAME you will also need:
•yellow score card . Fill out the info and put a postcard stamp on it. The winning team is responsible for mailing it in after the game. You will be given these cards when you are given the laminated players’ passes (it can also be found on the East Central website under “info”).
•four corner flags
TOURNAMENT RESPONSIBILITIES
•when playing in a tournament, the team rep. will need to check in AT LEAST an hour before your first game at the REGISTRATION TENT.
When registering, you will need:
•players’ cards
•liability forms for each player
•Medical release forms for each player
•a notarized team roster with players’ numbers written in
(this is the roster you receive from the registrar with your players’ cards)
• it helps to have the players’ cards, liability forms and medical release forms all in alphabetical order (just follow the order on the team roster).
•sometimes the people at the registration tent may keep copies of the medical release and liability forms, so that’s why it’s a good idea of have copies of them made ahead of time.
•before each game, the coach needs the players passes to check in with the field marshal. DO NOT FORGET TO RECLAIM YOUR PLAYERS PASSES FROM THE FIELD MARSHALS AFTER THE GAME
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OSHKOSH TOURNAMENT RESPONSIBILITIES
The team rep. must coordinate with their team parents to be sure all volunteer positions assigned to their team (field marshals, concessions) are covered.
RESCHEDULING GAMES
•If a HOME game is cancelled, contact your coach and the coach from the other team (this information can be found on the East Central Soccer website (www.eastcentralsoccer.org) under ‘CLUBS’) and establish a date that would work best for both teams.
Then contact United president Mike James with this information. He will look into field and referee availability and get back to you.
•If an AWAY game is cancelled, it is up to the opposing coach/team rep. to contact you. However, if you are not contacted, do not hesitate to take the initiative and contact them.
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PHOTOS
It is the duty of the team rep to set up a time and place for team photos. Many teams have used Oswald Photography or Dee Photos.
TRYOUTS
Team reps will be contacted regarding Oshkosh United tryout information. The team rep should share this information with their team families.
TROPHIES
If your team wins their East Central division, then you are allowed to buy trophies for your team.
Contact Amy Leach or Stacy Berger (emails are below) for more info.
END OF SEASON PARTY/COACHES GIFT
These are not a requirement, but certainly a great idea!
GENERAL INFO
•team reps should attend the spring/fall meetings and are encouraged to attend monthly board meetings
•our website is: www.oshkoshunitedsoccer.org
•the website: www.eastcentralsoccer.org has team schedules, field locations and league standings
•If you have ANY questions at all, please do not hesitate to ask:
for BOYS TEAM reps: Amy Leach, boysr@oshkoshunitedsoccer.org
for GIRLS TEAM reps: Stacy Berger, girlsr@oshkoshunitedsoccer.org
Finally, we cannot say this enough…THANK YOU!
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