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United Futbol AcademySkills for Soccer. Skills for Life.
Team ManagerHandbook
Fall 2014/Spring 2015
www.UnitedFA.org
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June 2014
Dear Team Manager:
Thank you for volunteering to be a team manager for your team. We so appreciate your willingness to serve your team, its families and the club in this way!
As team manager, you are invaluable to the operations of our soccer community. Your role is to assist your team with administrative responsibilities, to provide communication between your coach and team, and to support the club in spreading or collecting information to or from members.
This handbook is intended to assist new team managers in setting up the management of their team. It also serves as a source of information for all team managers.
The club’s goal is to make sure every team is aware of United Futbol Academy policies and procedures as well as furnish current information to the teams. As new policies and procedures are created, they will be distributed to team managers as appendices to this handbook.
Your input, as a team manager, is important to assure the continued success of this handbook. We’d like to make sure you always feel free to contribute to the handbook. This will only make the Team Management program stronger.
Please e-mail your suggestions, comments, and input to your TM Coordinator listed in this handbook. We thank you for volunteering your time and look forward to working with you.
Don Schultz Deo MolekaExecutive Director of Development Executive Director of Operations
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Table of Contents
Tab 1 Your Team Information
Tab 2 Club Information1. UFA Staff2. Annual Soccer Calendar and Important Dates
Tab 3 Team Administration3. Team Management4. Uniforms5. Tournaments6. Team / Player Registration
Tab 4 Schedules7. Academy Schedules8. Select Schedules9. Practice Schedules10. Game Rescheduling Procedure
Tab 5 Team Finances11. Tournament Registration Fees12. Coach Expenses13. Coach Fees
Tab 6 ADG14. ADG – Affinity Development Group
a. Instructions for Assigning Club Pass Slayersb. Instructions for Deactivating Players to get 18 on the Game
Day Rosterc. Instructions for Notification of Traveld. Instructions for Posting Scorese. Instructions for Printing Game Day Lineup Sheetf. Instructions for Updating Jersey Number
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Tab 7 Miscellaneousa. Injuriesb. Field Statusc. Venue Rulesd. Team Photose. Team Recognitionf. Goalkeeper and Additional Trainingg. College Bound Playersh. Fundraisersi. Referees
15. Resources16. Glossary of Terms
Tab 8 Appendix Guide
A. Team Manager Checklist
B. Player Pass Instructions
C. How to File an Injury Report
D. State Cup information
E. R3PL team information
F. Team Manager Worksheetsa. Tournament Cost Spreadsheetb. Spreadsheet for Calculating Total Costs for Year by
Player for Team Budgetc. Sample Email to Opponents
G. Fundraising Guidelines
H. Logo Use Policy
I. Concussion Policy (US Youth Soccer)
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TAB 2 – CLUB INFORMATION
1. UFA Staff
Please note the following UFA staff members. Their contact information is on the UFA website www.unitedfa.org.
Mailing Address: United Futbol Academy, PO Box 1168, Cumming, GA 30028Phone: 678-648-7033Fax: 678-261-1879Email: [email protected]
Executive BoardExecutive Director of Coaching Iggy MolekaExecutive Director of Development Don SchultzExecutive Director of Operations Deo MolekaExecutive Director of Specialized Training Gaucho PinhoExecutive Director of __________ Tony Annan
Administrative StaffCommunication Director Lori GarciaCustomer Support Kirsten SalasCustomer Support Dawson/Lumpkin Wendy PanettaFundraising OpenMarketing Lori GarciaRegistrar-Forsyth Academy Lori GarciaRegistrar-Forsyth Rec Laurie MaynardRegistrar-Forsyth Select Kimberly LiuRegistrar-Dawson/Lumpkin Wendy PanettaSponsorships Stacey BrusteinTeam Manager Coordinator - Academy Sheri SchuylerTeam Manager Coordinator – Select U15-U19 Dana BrennerTeam Manager Coordinator – Select U13/U14 Lysa GazzaTeam Manager Director Don SchultzTournament Director – UFA Rec Tournaments Jeff SalasTournament Director – UFA Select Tournaments Jose VivancoUniform Coordinator - Academy/Select Lorraine PerezUniform Coordinator - Rec Andy AustinVolunteer Coordinator Lori GarciaWebmaster Lori Garcia
Soccer StaffAcademy Director Don SchultzAcademy Game Scheduler Paul DodsworthAdult League Coordinator-Forsyth Leena MitchellAdult League Coordinator-Dawson William MostellarCamp Director – Spring Break Camp Luke CollinsCamp Director – Summer Challenge Camp Paul DodsworthCamp Director – Summer Keeper Camp Gaucho Pinho
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Camp Director – Summer Positional Camp Deo MolekaCamp Director – Summer Striker Camp Iggy MolekaCamp Director – Winter Training Paul DodsworthCollege Preparation Iggy MolekaDawson Director William MostellarField / Game Scheduler Kirsten SalasFutsal Gaucho PinhoGoalkeeper Director Gaucho PinhoLumpkin Director William MostellarRecreational Director - Forsyth Jeff SalasReferee Assignor – Forsyth Linda HughesReferee Assignor – Dawson Denise WoodReferee Assignor – Lumpkin Jerry BevensReferee Coordinator Mark HilpertshauserReferee Mentor Denise WoodSelect Director Jose VivancoTraining – Speed & Agility Gaucho PinhoTraining – Technical Skills Training Luke CollinsTechnical Director Gaucho PinhoTOPSoccer Coordinator Tim Johannesson
Age Group CoordinatorsBoys
U8 Future Academy Don SchultzU9 Jason SmithU10 Velko IotovU11 Alex PinedaU12 Luke CollinsU13 Velko IotovU14 Velko IotovU15 Gaucho PinhoU16 Don SchultzU17 Luke CollinsU18 Jason SmithU19 Matt Newman
GirlsU8 Future Academy Don SchultzU9 Paul DodsworthU10 Don SchultzU11 Asmir KokorovicU12 Jose VivancoU13 Deo MolekaU14 Jose VivancoU15 Iggy MolekaU16 Phillip BroomeU17 Paul DodsworthU18 Phillip Broome
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2. Annual Soccer Calendar and Important Dates
July 2014 July 10 – Select team declarations due to UFA Registrar June 30/July 1 – Team Manager Meeting July 21 - 25 - Team Camp Dawson July 28 - Aug 1 – Team Camp Forsyth July 29 – Dawson regular training starts
August 2014 August 4 – Forsyth regular training starts Fall pre-season tournament(s)
September 2014 September 6 – Fall season games begin
November 2014 November 8-9 – Fall season games end November 15-16 – UFA Rec Rocks tournament November 22-23 – UFA Fall Classic tournament
February 2015 February 2 – Regular training starts Spring pre-season tournament(s)
March 2015 March 7 – Spring season games begin State Cup Meeting for teams participating in State Cup
May 2015 May 9 -10 – Spring season games end May 16-17 – UFA Xtreme Cup May 16-17 – UFA Rec Roundup May 16-17 – State Cup Play-in Games May 23-25 – State Cup Round Robins Spring post-season tournament(s) May 26, 27, 28 - Tryouts – Academy U8 to U12, Select U13
June 2015 May 30-31 – State Cup Semi’s and Finals Application for R3PL is usually due the day after State Cup Finals Regionals meeting/check-in is usually the day after State Cup Finals June 2, 3, 4 – Select Tryouts – U14 to U19 Signing day will be approximately three weeks after Try Outs
July 2015 – Team Manager Meeting
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TAB 3 – TEAM ADMINISTRATION
3. Team Management
MeetingsAs soon as possible after tryouts, the team manager should contact the coach to find out the team’s plan for the upcoming fall season. Specifically discuss communication with the new team, tournament schedule, team camp dates and times, etc.
After touching base with your coach and rosters are available, the team manager should send an email to the team to:
Introduce himself/herself as team manager and share contact information Welcome new players to the team Remind team of Signing Day Remind team of uniform fitting dates and any pertinent uniform information Announce team camp dates Let them know of any planned pre-season tournaments and their dates (this info might
not be available until later).
You will need to organize three team meetings for parents and players each year:1. Fall pre-season meeting, usually during team camp2. Spring pre-season meeting at the beginning of February practices (U14 and below)3. Spring post-season meeting at the end of May practice, can combine with team party
(U14 and below)The coach may organize additional team meetings when necessary.
Each age group and gender has a coach that is an Age Group Coordinator. The Age Group Coordinator will typically organize an age group meeting at the beginning of each season.
Pre-season Team Meeting Checklist1. Coach does introduction, discusses team objectives, tournaments, team organization,
team communication, coaching philosophy, expectations, etc.2. Compile and distribute a parent/player contact list including emails, home/cell numbers,
player name and jersey number. Laminate if possible. (Office supply stores have laminating machines.)
3. Prepare a team budget and payment schedule to include: Tournament fees – divided equally among all team players regardless of tournament
participation. Coaches Tournament Expenses – See Appendix F – also divided equally among all
team players regardless of tournament participation. Small amount to cover administrative expenses (copies, lamination, permission to
travel forms, online registration fees for tournaments, gas reimbursement for tournament check-in, etc.)
For U16 and up teams, consider including an amount to cover brochures to hand out to college coaches and college ID camp
4. Collect copies of birth certificates5. Collect copies of Medical Release Form, available on the UFA website (under Forms).
Medical Release Forms must be updated, notarized and signed annually. Please
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communicate this in advance to your parents so you are able to collect these during team camp.
6. Take a photo of each player, coach, and team manager for player cards. To upload pictures electronically into the system so the players’ pictures will print directly onto player passes, use the following steps:
Login to the Affinity website Under “Teams” heading, click on “edit” A roster will appear. Click on the actual player name and it will take you to a page
for that player, with either the picture already uploaded or a square that says “upload picture”
Note that you will be able to see if a player already has a picture loaded when you click on his or her name. You will either see a picture or the blank box that says “upload picture”.
Email the Registrar when you are finished with this process so she will know to print your player passes.
(You might have some players with photos already in the system. Log into the affinity website with your TM login to find out.)
7. Communicate practice schedule and field location.8. Recruit help from other parents with team duties – Tournament Director, Treasurer,
Hotel/Meals Organizer, etc. This will help especially in the older ages.9. Find out any problem weekends for players (ie, SAT/ACT dates for U16s and U17s).
This will help with game reschedules for U13 and up. It will also help U12 and younger teams to know when they need additional players.
10. Create meeting notes and email to parents who could not attend meeting.
Team Administration Player passes must have player photo and be laminated, hole punched and placed on a
key ring for easy inspection by the referee. (Player passes do not have to be signed.)
Create a binder (the “My Team” section of this binder works well) that includes a sheet protector for each player. Keep a copy of the birth certificate and medical release for each player in the protector, back to back for easy viewing. You will also want to keep several copies of the official Ga Soccer roster that you print from the ADG website. Important: Please compare the birthdates on: 1) birth certificate 2) player pass 3) Ga Soccer roster for each player before your season starts. Correcting any errors now will save you a lot of work later in the season.
Before the season begins, create and send a game schedule to your team (that also includes planned tournament dates). In Select (U13 and up), games are often rescheduled due to rainouts or conflicts, so please communicate clearly to your parents that the game schedule will most likely change and to remain flexible during the weekends of the season.
During regular season, send an email to your team at the beginning of each week indicating the upcoming week’s game schedule, arrival time, uniform colors, location and field number, and directions/address (if away). Remind players to bring ALL uniform pieces and plenty of water to every game.
Field Directions and Maps to away games can be found at www.gasoccer.org. Go to Resources listed on the right side of the web page. Alternatively, Google the opposing
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club and get directions/address directly from their website. Cut and paste the info in your email to the team several days before the game.
U13 to U19 Select Teams – Be sure to contact the opposing team via email before your game to confirm the game time and location, team uniform colors, directions, etc. Also, please include a copy of the UFA Field Status Info and Field Rules for home games. (See Appendix F)
Maintain financial accounting of team funds and periodically distribute to the team (great role for a team treasurer.) Typically teams calculate all expected expenses for the season and collect in two to three payments. Make sure your due dates are early enough to allow you to pay all tournament expenses, etc. without coming out of pocket. See helpful worksheets in Appendix F.
Consider opening a team checking account to manage team funds.
In the event that you have a player(s) who do not pay tournament fees that are due, team managers should not come out of pocket!!! UFA policy is that the team manager should pay the coach the amount due to him/her less the missing fees for tournaments. The coach has the responsibility to collect payments from the player’s family if the team manager isn’t able to. We do not want team managers to be collection agents OR to come out of pocket for any expenses beyond their own player’s share. If this occurs, in addition to paying your coach the lesser amount, please let your Team Manager Coordinator know immediately so we can remove you from the collection role.
4. Uniforms
Uniforms are a separate expense from the registration fee, and will be the same design for two years. 2014-2015 is the 2nd year of a 2 year uniform cycle in Forsyth and the 1st year of a 2 year uniform cycle in Dawson/Lumpkin.
For updated uniform ordering procedures please visit the United FA website. Under UFA Quick Links, click on UNIFORMS.
In each age group/gender, players should have a unique jersey number to easily facilitate player movement between teams. All new jersey number assignments MUST be approved, prior to placing a uniform order. If a uniform order is placed without having the jersey number choice approved, that player runs the risk of having to replace the uniform at their own expense. Please check with the Uniform Coordinator regarding jersey number assignments in Forsyth and William Mostellar for Dawson.
Home game colors - Forsyth: black shirt, black shorts, black socks. Away game colors: white shirt, white shorts, white socks.
Home game colors – Dawson/Lumpkin: black shirt, black shorts, black socks. Away game colors: white shirt, black shorts, white socks.
In a color conflict, the home team changes uniforms, so players should always bring all uniform pieces to every game.
Practice uniform is the Red UFA practice jersey, black shorts, any brand of black socks.
Under armour: Black under black jerseys and white under white jerseys.
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To help protect the fields, turf shoes must be worn for all practices in Forsyth. For Dawson turf shoe policy, please visit the United FA Dawson website. Under UFA Quick Links, click on UNIFORMS.
Uniform RequirementsThe following are REQUIRED uniform items and must be purchased by each player:
Black and White jerseys, (1) each Black and White shorts, (1) each Black and White socks, (1) each (1) practice shirt (1) practice pinnie Backpack
In addition to the items above, certain players are REQUIRED to purchase these additional uniform items:
Warm-up jackets and pants are REQUIRED for U9-U10 Pool 1, U11 Premier, U12 Premier, Red, U13-U19 R3PL, Premier, CL-1, and AT-A teams.
GOAL KEEPERS: If a player is only a goal keeper only, never a field player, they do not have to order the field jerseys. However, they must have/order a UFA goal keeper jersey. In addition, they do need to order all other required items for their team. (This includes the socks, shorts, practice t-shirt, pinnie, and backpack/warm-ups if required.)
5. Tournaments
UFA teams participating in UFA tournaments are required to provide 10 hours of volunteer support for the tournament at the venue their team will be playing.
Academy and Select teams should participate in a minimum of two tournaments per season (one pre-season and one post-season). U12 and up, Premier and Red teams will participate in three tournaments per season.
Coach and players usually stay together in the same hotel.
Please read the tournament rules (on the particular tournament’s website) to confirm what is required with check in and the rules that will govern tournament play. Tournament rules are different than regular season rules and vary by tournament.
Tournaments are assigned by the Academy or Select Director and communicated to coaches, so please check with your coach to find out what tournaments are planned for your team.
Any tournaments during the regular season must be communicated to the Academy Scheduler for Academy teams and to the Club Registrar for Select teams. Select teams must do this for ‘Team Declarations’ due in July and January. This allows ‘Blackout’ dates to be requested for the regular season schedule and helps reduce the number of game reschedules.
Registration/Team Check-In. Often done on the Friday evening before the tournament, at a local hotel or clubhouse. Some tournaments allow Saturday morning or online
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check-ins. The Team Manager attends this meeting and will take all relevant documentation (player cards, medical releases, copy of birth certificates). Confirm with the tournament website which documents are required for check-in. Document requirements can vary per tournament so be sure to check the tournament website early. Note that State Cup check-in is usually the Tuesday before Round Robin games (and the Tuesday before play-in games if you have a play-in game).
When hotel rooms are required for a tournament, reserve rooms for the team and coach as early as possible. Hotels will hold rooms until a given date and let you cancel rooms up to a certain date, if necessary. This is especially important for the State Cup tournament in Columbus, Georgia. (If your team is going to State Cup in May, plan to reserve your hotel by September. For hotel suggestions, see State Cup Appendix D.)
Out-of-State Tournaments. Teams traveling out of state will need to complete and submit the on-line Notification of Travel. Instructions are available on the GA Soccer website at the link below and in Tab 6:http://www.georgiasoccer.org/tournament/notification-to-travel.aspx. Note that certain tournaments (CESA, for example) require a “guest player form from our state”. Georgia Soccer uses the Notification of Travel to fulfill this requirement, as all guest players are listed on the document.
Tournament Fees and Coach Expenses should be divided equally among all players, regardless of whether player is attending tournament. Players whose “home” team is not their “rostered” team, will pay tournament fees to the “home” team. If they participate in a tournament with their “rostered” team, they will be considered a guest player from a finance standpoint. Guest players are not normally required to pay a portion of the tournament registration fee or coach expenses, however, they are expected to pay for their own travel expenses. Fees collected from the team should include the tournament application fee and coach expenses. (See Coach Expenses in previous section of this manual for details.)
There will be a State Cup meeting in March or April for all teams participating in State Cup so team managers understand the unique requirements for this tournament. (Also see State Cup Appendix D.)
6. Team / Player Registration
Player RegistrationThere are 3 steps to add a player to a team roster:
1. TRYOUTS – All players must create an account in BlueSombrero and be registered for tryouts. Even though tryouts are over, the first step is to have a player register for tryouts. That puts him/her in the database for any future action. To create an account and/or register for tryouts, click on login. When adding a new player the COACH must notify the appropriate registrar.
2. ACCEPTANCE – Once the registrar has been told to add a player to the roster by the
COACH, the player will receive an acceptance email. The coach and team manager will receive an updated roster with the players contact information. The player must then ACCEPT the position on the team in their Blue Sombrero account. The new player
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should contact the uniform coordinator for jersey number assignments and ordering instructions.
3. PAYMENT - If a parent doesn’t pay for the entire registration fee when they accept the
position on the team, they will have a payment plan with 3 or 5 payments (depending on a U8-14 or U15 and up player). Any player that accepts a position on the team after team camp may have a reduced amount of months to pay. All payments must be completed by March 1st. The payment plans include automatic payments with a charge placed on a debit or credit card, MC and VISA only. There is a $10 charge for each payment.
When a player registers with a team, he/she commits to that team for the seasonal year (fall and spring seasons). The commitment includes financial responsibilities to the team (fall and spring tournaments, etc.). U15 and up players, although they only play a regular season during the fall, are committed to that team during the spring season also. The player’s commitment to the team ends after State Cup the beginning of June.
Team Registration / RosterA team roster is considered “official” when it is printed from the ADG system and has “Official Georgia Soccer Roster” on the top. .Rosters can be printed by team managers following the instructions below.
log into ADG – Georgia Soccer Affinity site Click on “Tournament” under “Teams” Click on “Team Roster” Click on “Print Team Roster” at the bottom of the roster Click on the Printer (upper left on the screen) -- do not use the File Print option Print Range – make sure to choose "all" if an Academy team; click ok Roster appears in PDF form Click on printer (upper left on the screen) -- do not use the File Print option
If a player joins or leaves your team during the season, please notify the registrar to make sure the correct procedures are followed. Any player changes during the season must be handled by the coach, as there are strict rules in place to ensure illegal recruiting does not take place.
If a player is transferring within UFA, an email must be sent to the appropriate registrar including the following information:
Name of player Current team New team Transfer Approval from parent Transfer Approval from RELEASING team coach Transfer Approval from ACCEPTING team coach Transfer Approval from Don for Academy, Iggy for Select
Transfers must have approvals from all 4 individuals above and then the registrar can complete the electronic transfer. Players are only allowed 1 transfer per seasonal year (fall/spring)..
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If a player is transferring to UFA from another league, an electronic transfer must be submitted by the parent, approved by the league transfer, then UFA will be notified. The ACCEPTING coach must email the appropriate registrar that he/she will be accepting the player.
If a player is transferring to another league from UFA, the parent must notify the appropriate registrar that they are requesting the transfer, and the coach must acknowledge he is aware of the transfer. All transfers require approval from UFA DOC for U13-U19 players or the Academy Director for Academy players (U9-U12). Payment in full for registration and team fees is required before transfer will be approved.
REMINDER: Players are only allowed 1 transfer per seasonal year (fall and spring).
Player transfers are often confused with a player release. Player Release forms are no longer used and releases are done electronically. If anyone is considering a release, please contact the appropriate registrar for release circumstances.
Player Pass Player passes will be issued by the Registrars in August each year and are valid
September 1st to August 31st.
Player passes from the previous season can be used for August tournaments. Sometimes tournaments will accept copies of birth certificates.
Player passes must include player’s photo and be laminated. It is best to put the player passes on a ring as these will be checked by the referees at every game.
The Registrars can issue duplicate player passes for players who play on two teams. This makes game day administration much simpler.
Player passes should be returned to the player at the end of the spring season after the last post season tournament.
Team Managers are not allowed to give a parent the child’s player passes for tournament guesting purposes without coach permission. Make sure to get the player pass back after it is used as a guest player.
Player passes do not need to be signed.
Please note that in the event a player is behind in payment of registration fees and other arrangements have not been made, the Registrar may pull the player’s pass until payments are caught up or communication about other arrangements are made.
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TAB 4 - SCHEDULES
7. Academy Schedules (U8 to U12) Academy Schedules are posted on www.unitedfa.org Programs/Academy Game
Schedules tab.
The schedules are updated on a regular basis, as game times and field information can change. All changes from the previous posting will be highlighted in RED, to make tracking changes easier. Team Managers and coaches will receive an email from the Academy Scheduler to notify them of schedule changes.
Missed Academy games will not be rescheduled. Rescheduling of Academy games is to be avoided, as they are not ‘stand alone’ games and usually have a knock on effect with other Academy games and coaches.
Academy scores are not required to be submitted on-line. Your coach may request you to enter the scores on the Soccer in College website.
Game Cards. Referees ask for a Game Card in addition to the Player Pass. This is a hand written or printed list of the rostered players on the team, showing player numbers. The Game Card form can be printed from the UFA website.
Player passes are required for all Academy games – no pass no play! U8 Future Academy players will play in-house games during the fall and friendly games
in the spring. The schedule will be provided by the coach.
8. Select Schedules (U13 to U19) Select Regular Season Game Schedules are posted on www.gasoccer.org, usually
about two weeks before the season starts. Go to Schedules. Follow links to Athena, Classic and R3PL.
The above link takes you via the Georgia Soccer web site. To get there a different way: www.gs.affinitysoccer.com then click on Gaming in the top menu bar. This will allow you to login as a team manager and complete game day tasks. As team manager, you will also be able to see the “pairings” (an abbreviated schedule with opponents and dates, no times) a few days before the schedule is released publicly. This will assist in the reschedule process.
The UFA Registrar will provide you with a user name and password for the ADG, specifically for UFA coaches and Team Managers. www.gs-ufa.sportsaffinity.com
IMPORTANT! Once you have the game schedule, talk with your coach EARLY to determine any coaching conflicts that already exist. There is a small window available to change a time of day if needed for a game. (See Game Rescheduling procedure on the next page.) Note that all U13 and up regular season games must be played, so game rescheduling is an important process to start early.
Rescheduling of a home game will be handled by the Team Manager (after getting agreement with the opposing team), through the UFA Field Assignor. The Field Assignor will then contact the Referee Assignor. Reschedule forms are on
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www.unitedfa.org under Forms. The GA Soccer age group coordinator has final approval and changes the schedule through ADG.
Rescheduling of an away game will be handled by the Team Manager and the away team’s Coach or Team Manager. The GA Soccer age group coordinator has final approval and changes the schedule through ADG.
Game Cards are printed from ADG at www.gs-ufa.sportsaffinity.com. Instructions are available online and in Tab 6. The team manager must bring two copies of the game card, along with the player passes, to every regular season game. If using a “club pass” player, you must coordinate with the Team Manager/Coach to whom the player is rostered so they can make the player electronically available to the team they are ‘club passing’ to. (See Club Pass instructions in Tab 6.) Game cards are available in the system 4 days before a scheduled game.
The Team Manager is responsible for inputting the game score, scorers and any yellow and red cards online immediately after each game. This is also done at www.gs-ufa.sportsaffinity.com. (See instructions in Tab 6.) Please make sure you input and track yellow and red cards. There is a point system for Red cards that can result in game point deductions and consequently can affect team placement. Be sure to obtain a copy of the completed game card from the referee after each game so you have the game detail. It’s a good idea to review the game card for accuracy. Keep the game card until the season is over.
Below are the Georgia Soccer age group coordinators:
← Select Committee Chair: Steve Keiss [email protected]
Academy Coordinator: Eric Ritter [email protected] Coordinator: Angelo Yokaris [email protected] Coordinator: Drew Prentice [email protected] Coordinator: Rafe Mauran [email protected]
U16 Coordinator: Eric Keller [email protected] Coordinator: Kostas Hatzikoutelis [email protected]/19 Coordinator: Kirsten Palmer [email protected]
BoysAcademy Coordinator: Tony Annan [email protected] Coordinator: Craig Cunningham [email protected] Coordinator: Ken Kurilec [email protected] Coordinator: Franklin Lawson [email protected] U16 Coordinator: Stephen Paul [email protected] Coordinator: Steve Keiss [email protected]/19 Coordinator: Melissa Camp [email protected]
9. Practice SchedulesPractice Schedules can be found at www.unitedfa.org on the Programs tab – Academy Practice Schedules and Select Game Schedules.
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10. Game Rescheduling ProcedureOnce your schedule is available through the Affinity website, check with your Coach to see if there are any conflicts with his/her other games or tournament travel for other teams. (This process can begin even if the dates are posted with no times). If you need to reschedule any games, do so as early as possible! (The earlier you get your requests in to your opponents, the better your chances are of getting the dates and times you need). To reschedule a HOME game:
1. Find out what dates are available from your Coach, then EMAIL the opposing Team Manager (copy both coaches) with a few of the alternate dates. (Please note, contact info for the opposing Team Manager and Coach can be found by clicking on the opposing team name on your schedule in the Affinity system.)
2. Once you have heard back from the opposing Team Manager and both teams have reached a mutual date(s), send the following information to the UFA Field Scheduler (Kirsten Salas - [email protected]).
Original Game Information
Game #:
Date:
Time:
Home Team:
Visiting Team:
Park & Field #:
The following information must be provided about the time to which you want the game moved:
Reschedule Game Request Information
Date & Time Request #1:
Date & Time Request #2:
Date & Time Request #3:
Location Preference(s): (e.g. "1-Fowler, 2-South)
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3. Once you receive your email response from the Field Scheduler with all available options on the date/dates you provided, please contact the opposing team and reach a mutual decision on the date and time for the rescheduled game. At that time, please complete a UFA Game Reschedule Request form and send to [email protected]. The Game Reschedule Request form can be sent as an attachment (Word document) via email, or you can print out the form, complete it by hand and fax it to (678) 947-5608. To locate the form, please go to the UFA website, run your mouse over “Resources” and click on “Forms” and then click on United FA Game Reschedule Request.”
4. Once the official UFA Game Reschedule Request form is received by the Field Scheduler, the UFA field schedule will be updated and referees will be arranged. A confirmation email will then be sent to the Team Manager requesting the change with the rescheduled game information. After receiving a confirmed date, time, and field location for the reschedule from the Field Scheduler, you can communicate the new details to the opposing Team Manager and Coach.
5. Once both teams are in agreement with the new game schedule, send an email to the Georgia Soccer Age Group Coordinator (AGC – listed in this handbook and also on the GA Soccer website) with all pertinent game schedule information: game number per the affinity system, original date, time and field location, new date, time, and field location. Include that your intent is to reschedule the game due to a conflict and that the opposing team is in agreement. Copy the opposing team manager, both coaches, and UFA Field Scheduler. This email will confirm to the opposing team the new schedule and alert the GA Soccer AGC to make the DATE change in the affinity system. (The opposing Team Manager should reply to all that they concur with the change request.) After the date is changed in the affinity system by the AGC, UFA will update the system for the new TIME and FIELD. Typically, it is the home Team Manager that initiates the email to the AGC but either team manager can do it. Communicate with the opposing Team Manager so you are sure who is sending the email.
6. Follow up by checking the Affinity website regularly to ensure that the schedule reflects the change.
7. Be sure to keep your team updated through this process so they are holding BOTH the original date and the new dates open on their calendars. Let them know when changes are complete.
In the event that it is an AWAY game for which you are requesting a change, follow all the steps listed above, excluding steps 2 and 3. The opposing team will need to do these steps since they are the home team. Step 4 can be done by either team, as long as all the information is emailed to the opposing team manager, Georgia Soccer AGC, and both coaches. (If you did not initiate the email to the AGC, be sure to reply to all that you concur with the change as the other team manager. The AGC won’t process the change until he hears from both teams.) Always reschedule games via email!
Important: If the opposing team requests a schedule change, do your best to work with them after you identify the reason for the conflict. If it is impossible to find a new date and time that works for both teams, you will have to play the game at the originally scheduled time so it is
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important not to release your players from that original date until a new one has been established. If you are having trouble finding a new game date, please contact your TM Coordinator or your Georgia Soccer AGC for advice. Remember, if the request for the change came from the opposing team and you can’t find a good date, you do not have to change the game. Make sure you have most of your team available for the new date before agreeing to a change.
In the event of a rain-out, these same procedures apply for rescheduling purposes.
Note: Please do not contact the Referee Assignor directly. All referee assignments must go through the UFA Field Scheduler.
IMPORTANT HOME GAME NOTES Requests for a game change must be made by 4pm (6) business days prior to the
originally scheduled date. (For example, for a Saturday game, the request needs to be sent by 4pm Friday, the week before.)
Cancellations need to be made by 4pm (6) business days prior to the originally scheduled date.
Requests to move up a game to an earlier date must be made by 4pm (6) business days prior to the weekend you are trying to move the game to.
These timeframes are in place because UFA is obligated to pay referees once they are scheduled, even if the game is not played. If there are extenuating circumstances and your team needs to reschedule after this timeframe, please contact us.
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TAB 5 – TEAM FINANCES
11. Tournament Registration FeesThis is the cost to register your team for a tournament. The cost will vary, depending on the tournament. Usually the team manager will collect the first installment of the season fees early enough to cover the cost of the tournament registration. When the team manager registers for the tournament online, payment by credit card is usually required. The team manager reimburses himself/herself for this fee from the team funds collected.
12. Coach Expenses
Coach Expenses for Tournaments (Including State Cup)
Hotel AccommodationsHotel accommodations for the coach will be paid by the team. The coach should stay at the same hotel as the team. If there are 2 teams participating in tournament, the coach’s hotel bill should be split between the 2 teams. The team should pay for the coach’s hotel room directly with the hotel.
Gas / MileageMileage for a coach to and from a tournament will be reimbursed at $0.50 per mile. The team manager should use MapQuest from FOWLER (4110 Carolene Way, Cumming 30040) to the tournament field, and return. The team will pay $0.50 per mile (roundtrip) to the coach. If the coach has multiple teams in a tournament playing at multiple venues, MapQuest the entire mileage and split it between the 2 teams. For example, the coach has 2 teams playing in a tournament, one team has a 9AM game at McCurry Park, and the other team has a 1PM game at GSA. MapQuest from Fowler to McCurry Park to GSA and back for Saturday, and again on Sunday. The coach should be paid for the entire miles driven for the tournament, using Fowler (not the coach’s home) as the starting point. Mileage payment is only if coach drives his personal vehicle, and doesn’t ride with someone else. Note that only one round trip per day is reimbursed. If a coach decides to go home in between games on Saturday during a tournament, the extra travel should not be included in the mileage calculation.
Per Diem$50/day per diem covers meals and other travel expenses that may be required by the coach. If a coach has two teams in a tournament on the same weekend, both teams pay per diem. If a coach is coaching three teams on the same tournament weekend, per diem is limited to two. The three teams will split $100/day per diem.
Note that mileage and per diem should be paid in cash to the coach prior to the tournament. If the tournament has an extra day of play if the team makes it to the championship game, it is best to wait to pay the coach that extra day once you’ve made it to the championship game. If mileage and per diem have been paid to a coach for a day where play is rained out, treat that amount as a prepayment to the coach for the next tournament. Note that the fees should only be paid to the coach to the extent that the team manager has been able to collect the fees from every player. If amounts are left unpaid, that amount is deducted from the coach reimbursement and UFA will help the coach recover the money from the player. If this occurs, the team manager should notify the Team Manager Coordinator immediately.
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See helpful schedules for calculating fees at Appendix F.
Regular Season Games (excludes R3PL)
AccommodationsHotel accommodations for coach will be paid by the team only if the team and coach deem it necessary. The coach must stay at the same accommodation as the team.
Gas / Mileage – None
Per Diem - None
13. Coach Fees
Pre and Post Season Team Training (payable to coach)
Pre and post-season team training is available, (outside the regular season training), at the cost of $10/player/hour and is payable by the parents, directly to the coach (not UFA).
Private Training Fee (payable to coach)
All fees are per player.
$50/hour for 1 player $35/hour for 2 – 3 players $20/hour for 4 – 6 players $10/hour for 7+ players
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TAB 6 – ADG
9. ADG (Affinity Development Group)
ADG is the company that provides the registration, scheduling and other administrative systems to Georgia Soccer. The system is often referred to as “ADG” or “Affinity”.
Included in this handbook are instructions from ADG on a variety of tasks team managers need to perform in ADG. In addition, these documents are available on the Georgia Soccer website (www.georgiasoccer.org, Document Center, Team Administration Instructions for ADG).
a. How to assign club pass player
b. Instructions for Deactivating players to get 18 on the game day roster
c. Instructions for Notification of Travel
d. Instructions for Posting Scores
e. Instructions for Printing Game Day Lineup Sheets
f. Instructions for Updating Jersey Number
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Tab 7 – Miscellaneous
Miscellaneous
a. InjuriesIf a player is injured during practice or a game, the coach must complete an Injury Report. A secondary insurance policy is available through Georgia Soccer (with a $1000 deductible). See Appendix C for additional information on how to submit the injury report.
Note below the common signs of a concussion. 1. Loss of consciousness2. Headache/pressure in head3. Dizziness4. Confusion or balance problems5. Nausea or vomiting6. Sensitivity to light7. Just doesn’t “feel right”
If any of these signs are present, the player should not enter the playing field until cleared by an appropriate health professional. If a player has suffered a concussion, the player will need a note from a doctor/health provider to return to practices and games.
See further details regarding concussions at Appendix I).
b. Field StatusField closure due to bad weather or unsafe conditions will be posted on www.unitedfa.org, in the left column of the home page. Updates are usually posted by 3pm on practice days.
Please encourage your team to register with the FREE texting field status service provided by Rainedout.com. RainedOut Signup is available on the website under Quick Links at the bottom of the page.
The UFA Weather Hotline is 678-648-7033, ext. 1.
c. Venue Rules No pets allowed (on leash or otherwise) at Polo Fields.
No pets allowed on the fields at Forsyth or Dawson County fields.
No glass, tobacco or alcoholic beverages allowed.
No firearms or weapons allowed.
Turf shoes must be worn for all practices. Trash should be put in the trash bins after practices and games. Coaches are
responsible for making sure their sidelines are clean.
Please stay away from the houses and horses at the Polo Fields.
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Please help communicate the above rules to UFA team and to visiting teams.
d. Team PhotosTeam photos are taken in the Fall and Spring seasons. Details will be sent to Team Managers.
UFA enters into a contract with the photographers and teams are asked not to hire their own photographers.
e. Team Recognition Please inform the Director of Coaching or the Academy Director of any tournament wins or special events related to your team. The Team Manager/parent/Coach can provide a picture and a write up to be posted on the UFA website. Please submit those to Lori Garcia at [email protected]. Please contact Lori for additional information regarding publication of team achievements in local newspapers.
Sharing of Team PhotosIn order to protect everyone’s privacy, we suggest teams use their team page to post pictures. Log into your account, click on VOLUNTEER, there will be a team page button. You should be able to add pictures to the team page there and they will only be viewed by your team.
f. Goalkeeper and Additional TrainingGoalkeeper training will be provided during practice times by a goalkeeping coach. This is provided as part of the regular fee structure. Check the UFA website during August for an updated schedule of goalkeeper training.
Additional Goalkeeper training, foot skills training, futsal and speed and agility sessions may be offered throughout each season. These will be communicated via emails to the Team Managers or check the UFA website for details. There are additional fees for these training opportunities.
g. College Bound PlayersUFA wants to encourage and help its players find opportunities to play soccer in college. Some of the resources available to our players at UFA are:
1. Team Brochures - UFA has several templates available to help our U16 and older teams create brochures to highlight their team, its players and its accomplishments to college coaches who might attend showcase tournaments. Editing and printing costs are paid by the team out of team funds so it is important for the coach to determine if there are enough players interested in playing in college to pursue this avenue. Please contact your TM Coordinator for the available templates.
2. College Prep Camps – Each year UFA hosts a College Prep Camp designed to showcase our players in front of college coaches in a training environment. Please check the UFA website for details.
If there is a player interested in pursuing soccer in college on your team, please be sure your coach is aware if the team as a whole is not pursuing college level soccer. There are ways to
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showcase players even if they are not on a team that is interested in collegiate level soccer as a whole.
h. FundraisersTeams are free to organize their own fundraisers (with league approval) to cover player and team expenses and will, at times, also be asked to participate in a club fundraiser.
Choose activities that place each player in an equal participating situation. If a team chooses to sell a product, set a reasonable minimum amount of sales or profit goal.
Team fundraising activities must be approved by the club. The contact person is Stacey Brustein at [email protected]. Of the money raised by a team, 10% must go to UFA. See Appendix G - Fundraising Guidelines.
i. RefereesPlease keep the following notes in mind regarding referees during regular season games. Every team has the right to a neutral referee and assistant referees. If you have questions regarding a referee and their certification, please contact our Referee Assignor.
Blue badge (grade 9) referees cannot act as a Center Referee in any match U-15 or older (rule 230.1c).
Blue badge (grade 9) referees cannot act as a Center Referee in a Select match under any circumstances (rule 230.1c).
Blue badge (grade 9) referees cannot act as an Assistant Referee in any match (select or rec) of U15 or older UNLESS working in capacity as a club line. Both coaches must provide their specific prior consent by signing both game cards (rule 230.1d).
No referee or assistant referee shall officiate a game in which a relative is coaching or playing unless both coaches provide their specific prior consent by signing both game cards (rule 230.1a).
Blue badge (grade 9) referees cannot act as a Center Referee for any Recreational game U14 and above.
The dual system (i.e. two referees) is not approved for Georgia Soccer youth games.
Referees are in complete charge of the field and adjacent areas from the time the ref arrives at the game site until he/she departs. The referee is empowered to:
Rule on what equipment or accessories are considered dangerous – casts are not allowed at any time. No earrings or jewelry (other than medical alert type) is allowed (rule 230.5a).
Issue cautions, send offs, and dismissals for the entire period (rule 230.5b). Terminate a game for coach, player or spectator misconduct (rule 230.5c). Refuse to allow the game to be played if in the referee’s judgment, the field is unplayable
due to length of grass, inadequate lines, or other impediments (rule 230.5d). Refuse to allow the game to be played if there is not a credentialed coach on the sideline
with each team present, or if necessary, a responsible adult identified on the game card and associated with the team (rule 230.5d1).
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15. Resources
Georgia Soccer Website: www.gasoccer.org This website includes field maps, directions, Select schedules, tournament information, Youth Rules, and links to other clubs.
UFA Website: www.unitedfa.org Academy schedules, practice schedules, forms, and information regarding UFA and UFA programs can be found on the website.
UFA Rain Line – 678-648-7033
Team Manager Support: Academy team manager support is provided by Sheri Schuyler ([email protected]) and Select team manager support is provided by Dana Brenner ([email protected]) for U15-U18 and Lysa Gazza ([email protected]) for U13-U14.
Age Group Coordinators – if there are issues with your coach that cannot be resolved directly through him, please contact your UFA Age Group Coordinator for help. If the issue can’t be resolved with the AGC, contact Don Schultz for Academy issues and Jose Vivanco for Select issues.
Cool Apps for your smart phone . . . send us your favorite app and we’ll share with other team managers.
Concussion signs (iphone, droid planned for next year)http://www.sportsconcussions.org/feature-stories-app.html
GA Soccer Mobile App – an app to locate field locations. On your smart phone set your browser to www.georgiasoccer.org and you should have the app.
Soccer in College Mobile App – this app will track your team tournament for you. It’s available in the android market and the itunes store. Search Sinc.Sports to download the app.
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16. Glossary of Terms
Academy – Boys and girls Select teams for ages U10 – U12
ADG (Affinity Development Group) – ADG is the company that provides the registration, scheduling and other administrative systems to Georgia Soccer. The system is often referred to as “ADG” or “Affinity”.
AGC (Age Group Coordinator) UFA AGC’s are leaders of a specific age group. They are the next escalation level when
an issue arises that can’t be resolved satisfactorily with a coach. Georgia Soccer AGC’s are responsible for a Select age group for seeding and game
scheduling for all of Georgia Soccer.
Athena – Girls Select teams ages U13 – U19. Abbreviated AT.
BlueSombrero – System used by UFA for registration and game scheduling
Classic – Boys Select teams ages U13 – U19 Abbreviated CL.
Club Pass – The process that allows a player to play up in age group and/or up in competitive level within the same league. Players can only play in the same age group at a higher division of play or in an older age group at the same or higher division of play.
DA – Development Academy
Dual Roster – Any select U15 and above player whose primary team does not participate in the spring friendly season may dual roster with another team that is participating in the spring friendly season. A true U14 select player playing up one or more age groups during the fall season is permitted to dual roster for the spring season with an U14 team that participated in the fall season.
Illegal Recruiting – contact with a registered player or parents of a registered player except as permitted in the Georgia Soccer Youth Rules and Regulations (Section 310).
Playing Season – Period of time, Fall or Spring, during which league games are played.
R3PL – Region III Premier League
Region Premier League – regional competition above the Select level. UFA is part of Region 3 so the abbreviation is R3PL.
SPL – Southern Premier League – Another regional level of competition. The league is typically comprised of the top three teams from each R3PL area.
Seasonal Year – September 1 to August 31
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Select Program – program that allows tryouts. Academy, Athena and Classic teams are all part of the Select Program. “Select” is also commonly referred to as those players U13 – U19.
Transfers – Transfers are done electronically and used to track player movement from one youth team/league to another youth team/league. A transfer request is initiated by the player’s parent/guardian.
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Appendices
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Appendix ATeam Manager Checklist
Regular Season Games
1. Make sure you have login ID & password for Affinity/ADG system – if not, get from your registrar
2. Create Game Day Roster for game (Tab 6) Roster is available 4 calendar days before the game Print 2 copies – both are given to the referee prior to the game, you will receive one
back and completed at the end of the game Add Club Pass player(s) if needed (Tab 6); player must be released by original team Confirm jersey numbers are correct (Tab 6)
3. Bring Game Day Rosters (game cards) and player passes to every game. 3. Report game scores after every game on-line (Tab 6)4. Keep track of red and yellow cards; notify coach when getting close to penalty points5. Contact opposing team manager 4 days before game to confirm:
game is still on location and time any other pertinent information. If home game, notify opposing team of our no dog policy, send them field map, etc.
It’s nice to tell the other team your jersey/shorts color. Tell them we have a concession stand, bleachers, restrooms or port-a-potties (depending on where playing), bring chairs if needed. Anything that you and your parents would want to know when visiting another field.
Tournament Information
1. Make sure you have login ID & password for Affinity/ADG system – if not, get from your registrar
2. If traveling to out of state tournament, complete “Notification of Travel” on ADG system (Tab 6).
3. Check tournament website for check-in/registration information – do this early so you are prepared.
4. You will always need a Player Liability Release form (available on the tournament website), signed by the parents. This can sometimes be done electronically too, depending on the tournament.
5. Print the tournament rules and have them available.6. Secure hotel rooms as soon as possible if needed.7. If “official” roster is required, it must have the Georgia State Soccer Association across the
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InjuryCoach must complete an injury report (Appendix C) if a player is hurt during practice or a game. A secondary insurance policy is available through Georgia Soccer ($1500 deductible). Some parents have actually found this helpful as it has covered what their own insurance did not pay.
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State CupIf team is attending State Cup, reserve hotel in Columbus as soon as possible.
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Appendix B
Player Pass Instructions
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Appendix C
How to File an Injury Report
Georgia Soccer Youth Medical Insurance Claim Procedures (Sept 10) This memo should be used to advise all league members (coaches, officials, players, parents) of the procedure that needs to be followed to ensure that all medical insurance claims are processed properly. Georgia Soccer-Youth maintains medical injury insurance for all registered members. Claims are electronically filed and then processed through our insurance company. If the steps listed below are met, medical insurance claims can be processed timely and accurately. We offer secondary insurance coverage with Pullen Insurance. You should file with your primary insurance company first. You will file a claim, with our insurance company, for any remaining balances and/or out of pocket costs incurred. Coverage is applicable for 52 weeks from the date of injury. Our deductible per claim is $1,500.00. This is in addition to any deductible that the primary insurance company already has. The deductible can be paid or it can be met through out of pocket expenses and/or any additional charges that have been incurred. Each claim is also subject to the application of an 80/20 co-insurance provision. We cover most expenses to include, but not limited to, casts, braces, sprains, and physical therapy. If it seems that the medical treatment is going to continue over a significant period of time, we do not recommend that the parent wait until all services are complete to file. The claim with our insurance company can be filed immediately after the case report has been received and verified by our office. It is much easier for the parent to add additional charges to an already active claim than it is to initially get the claim started.
Procedures for filing medical insurance claims:
1. The Report of Injury needs to be electronically completed by the coach, assistant coach, or team manager, NOT THE PARENT. The coach should fill out the injury form for ALL injuries. Many times what does not look so bad on the field later turns out to be quite serious. Pullenins Accident Medical Claim form Click link, then Georgia Soccer.
In order to complete the case report you must have the following information: Player name, address, date of birth and player ID number
Parent name and emaill League and Team information Specific description of body part injured (ie: right ankle) Details of what occurred to cause injury Case report of injury must be completed by a league official (coach, team manager,
referee, etc.) and not the parent.
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2. Once the injury report is received, GA Soccer will verify and forward to insurance company. The coach will receive notification that the injury report has been received and approved or disapproved. If disapproved, coach needs to make corrections and resubmit form or contact us to update information.
3. The insurance claim form is then e- mailed to the parent to complete. It is usually sent within 1-3 days. Sometimes the e-mail will go to the junk/spam box. If not immediately received, please check there.
4. The parent then completes the claim form on line. After completing the form, the parent should print and sign the claim form. Attach completed claim form, a copy of all itemized bills and an explanation of benefits and mail all information directly to Pullen Insurance. Please do not return information to Georgia Soccer.
From speaking to parents, I have received very positive information that claims are usually processed and completed with our insurance quite efficiently. If, at any time, a parent is unsatisfied with the service or feel that they are getting the “run around” they should contact me immediately.
Depending on the circumstances, some exceptions are made to the above listed procedures. If you have a parent that has particular circumstances or questions about our coverage, if there is no primary insurance coverage available, or if further assistance is needed, please contact:
Jade BeaulieuGeorgia SoccerDirector of Operations678-993-2111 Phone770-452-1946 [email protected] for Submitting a Youth Soccer Accident Claim Form
1. Coach, assistant coach or team manager completes ALL questions on the Accident Claim Form.
2. File this new report of claim within 30 days of the date of accident or as soon thereafter as is reasonably possible.
3. Once injury form received and approved, an email with the claim form will be sent to the parent.
4. If you have other insurance, submit your itemized bills to the other carrier first. You will receive a payment Explanation of Benefit worksheet (EOB) from your carrier. Do NOT wait until your other carrier has processed all your bills before filing a Youth Soccer Accident Claim Form.
5. You may attach itemized bills and your other carrier’s EOBs that are ready at the time of submitting this Claim Form.
6. Upon receipt of the claim form from your state association we will forward an acknowledgement form advising you of your claim. All future correspondence concerning your claim should be directed to K&K Insurance, who is the claims payor for National Union
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Fire Insurance Company, at the address and phone number listed on your acknowledgement.
Helpful Reminders
1. There is a $1,000 deductible per covered accident for the policy year. Each claim is also subject to the application of an 80/20 co-insurance provision with a $50 physical therapy/chiropractic limit per visit/$2,000 total maximum.
2. Each itemized bill MUST show the following:Provider of Service’s Name Date of ServiceProvider’s Address Diagnosis Description or Codes (ICD-9)Provider’s Federal Tax ID # Procedure Description or Codes (CPT)Provider’s Telephone # Charge for each Procedure
3. Additional bills to be submitted at a later date (after the initial submission of your claim) should be mailed directly to K&K Insurance with the following information: Name of the claimant, date of the accident, and name of the State Youth Soccer Association.
4. Please allow time to properly process your claim.
5. Please respond promptly to any correspondence requesting additional information. It is the Parent / Guardian / Claimant’s responsibility to request this information from the provider of service or from your primary carrier.
6. At Explanation of Benefits will be sent to you by K&K Insurance on behalf of National Union Fire Insurance Company.
Most Frequently Asked Questions
What is an itemized bill?
An itemized bill is a detail of the procedures performed by a licensed provider of service; i.e. Hospital, Clinic, Physician, etc.
What if I don’t have an itemized bill?
The Parent/Guardian must request this information from the provider of service. Some providers only mail a balance due statement. This claims payor, K&K insurance, is unable to process this charge without an itemized bill. Again, request this information from the provider service. Explain that you have Youth Soccer Excess Accident Coverage.
Can you process this claim with other insurance carrier’s worksheet alone?
No, the Payment Explanation (EOB) from your other insurance does not have complete information to process this claim.
What if I don’t have my other carrier’s payment explanation (EOB)?
The Parent/Guardian must request the EOB from their other insurance carrier.
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Who do I contact if I need further assistance?
State Association Contact Pullen Insurance ContactGeorgia State Soccer Assoc. Pullen Insurance2323 Perimeter Park Dr. NE 2560 River Park Plaza, Suite 300Atlanta, GA 30341 Forth Worth, TX 76116ATTN: Jade Beaulieu ATTN: Cecelia McDonald678-993-2111 [email protected] [email protected]
See more at: http://www.georgiasoccer.org/about/youth-incident-insurance.aspx#sthash.qRly8F32.dpuf
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Appendix DState Cup Tournament
State Cup is the Championship Tournament for Georgia and is hosted by Georgia Soccer. Teams in R3PL, Athena A and Classic I should participate, as well as certain teams in Athena B and Classic II. Your coach and UFA Directors will determine if your team should participate.
State Cup is a little different than other tournaments because some of the rules for rostering and check-in are different. Please see below for details.
State Cup Meeting – UFA holds a State Cup Meeting, typically in March, to go over the specifics of State Cup for Team Managers. A lot of the rules will be discussed at that time so we have current information.
State Cup Hotels – If you are a team manager of a team that could potentially go to State Cup (your coach can help you determine that), it is important that you reserve hotel rooms in Columbus, GA for the round robin weekend. Try to have reservations made by September for State Cup in May. Round Robin weekend is Memorial Day weekend. You will need reservations for Friday, Saturday, and Sunday night of Memorial Day weekend. Games are played (one game a day) on Saturday, Sunday, and Monday. Be sure your reservations may be cancelled without penalty up to the week of State Cup Round Robins! There is a chance your team will have a play-in game (some teams won’t know that for sure until April) and if you lose the play-in game you will not need to go to State Cup Round Robins.
Hotels where UFA teams have stayed in the past include Hyatt Place, Holiday Inn, Quality Inn (Phenix City), Double Tree, Holiday Inn-Express (Opelika), Suburban Extended Stay, Hampton Inn Airport, Pine Mountain at Callaway Gardens (cabins). These are just a few of the options available in or near Columbus. The important thing is that you make reservations for your team early and that the cancellation policy allows cancellations that week. (If you end up with a late afternoon game on Saturday, your coach may want the team to drive to Columbus Saturday morning, so you will want to cancel Friday night’s reservations.)
State Cup Schedule – State cup play is made up of three events:
Play-in Games – teams in the last half of Athena A/Classic I and those applying from Athena B/Classic II could potentially have a play-in game. This game must be won to proceed to the round robins in Columbus. GA Soccer will determine a timeframe that play-in games must be played (usually around mid/late May). Team managers will need to contact the opposing team manager and schedule the play-in game and report the agreed schedule to the tournament director. If your team has a play-in game, check in for state cup is the week before your play-in game and your roster is frozen at that point. This game is played at the field of the home team, determined by the seedings. Play-in teams will be determined by mid-April.
Round robins – This is a 3-day event in Columbus, Georgia during Memorial Day weekend. Each team plays one game a day. Schedule is typically available by mid-May on the State Cup website. Check-in for State Cup is at GA Soccer office (in Atlanta) the week before State Cup. Check-in is also available online now. At that point, rosters are frozen.
State Cup semis/finals – the teams winning their bracket in the round robin play advance to the semis and finals. This is either held in Atlanta or Columbus the weekend after round robin weekend. Semis are Saturday, Finals are Sunday.
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Be sure to communicate all possible dates of play to your team as soon as possible. Exact dates can be found on the Georgia Soccer website (www.georgiasoccer.org), click on tournaments and then state cup.
State Cup Rosters – It is important to remember that there are no guest players for State Cup. Players can be transferred to a roster for State Cup, but are subject to the one transfer per year rule. Transfers are usually limited to 5 per team (will verify this after State Cup rules are updated by GA Soccer). Players from inside the club can also be player passed to a roster for State Cup purposes. Details for both transfers and player passing will be covered in the State Cup Meeting in March.
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Appendix ERegion Three Premier League Teams (R3PL)
R3PL Teams are teams that made it to the one of the final spots in State Cup and have been invited to compete (after applying) at a regional level. A team gains R3PL status for one year. Teams can be considered for R3PL for the first time in the Spring of their U14 year. If you are managing an R3PL team, several things will be handled differently than the Select teams.
R3PL Application – To be considered for an R3PL spot, you need to complete an application for your team for R3PL consideration. This application is typically due THE DAY AFTER STATE CUP FINALS, so if your team has won their State Cup Round Robin games, go ahead and apply for R3PL (discuss with your coach or Iggy first) as any team in the State Cup final four could potentially be considered for R3PL, depending on the situation in the age group that year. The application can be found on the Region Three Premier League website. We are in the “East” division.
Game Schedules – R3PL Teams play a season that is scheduled by the R3PL committee, so no need to do anything for declarations other than let the Select Registrar know that your team is an R3PL team. Check the R3PL East website for your game schedule.
Season games for R3PL usually begin in mid-August and are complete by early November. (As soon as you know you are an R3PL team, let your parents know that the season play begins earlier than Select.) To reduce travel, games are usually held two to a weekend. So you will typically play a weekend and then be off a weekend. Games are typically scheduled late on Saturday afternoon and on Sunday morning so teams are able to play two games with one night away, which cuts down on costs. If a weekend of games is further than 6 hours away, the team will typically stay Friday night as well in a hotel, so go ahead and determine the distance to each away weekend once the schedule is available to determine your team’s budget and travel plans.
Game Cards – Game schedules and rosters are managed by Gotsoccer. You will use your team’s gotsoccer login to administer any roster changes, add guest players, print game cards, etc. At the beginning of each week, log into gotsoccer using your team login and select “R3PL” as your event. Follow the prompts to the schedule. Click on the game that you would like to print your game card for and the game day roster will appear. Print two copies and bring them to the game for the referees at check-in (along with the player passes), just like Select games. Be sure to get a copy of the completed game card from the ref after the game. You will need to record the scores by calling the phone number on the game card OR scanning it on your phone (so cool)!
Reserve Players – For regular season R3PL games, you are allowed to use players from your club that have been added to your roster as a reserve player. Talk to your coach early about any players that he or she might want to add, there is an open period to add these players for the season and then the window closes. You will receive emails from the R3PL administrators about this. Players need to be added at the beginning of the year and then they can be pulled onto your game day roster when they are needed. Bear in mind that adding reserve players initially can be complicated and sometimes requires assistance from the gotsoccer staff, so start early.
Guest Players – For tournaments, you are able to add guest players as normal. Refer to the tournament website for details.
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Team Management – Because there is more travel involved with an R3PL team, it is a good idea to have one parent handle the hotel/meals and one parent to be the treasurer. Some teams choose to set up a chaperone situation for away weekends to keep the costs to a minimum. (This will allow the players to stay together and pay a fraction of the hotel costs, with a few chaperones along.) This will be up to the coach and the parents on the team. Each team needs to do what is comfortable for them and fits their needs best.
Expenses
League Cost – In June/July, a registration amount per team in R3PL will be due (around $600). UFA pays this on behalf of the team so please forward that bill to the UFA Treasurer. There is also a deposit of $1000 due once for all R3PL teams in the club (to ensure the teams show up for matches), UFA will pay that as well.
Referee Fees - For all R3PL games, the team needs to provide referee fees of approximately $65 per game (broken down as 2-20’s. 2-10’s and a 5 - will vary slightly depending on age group). This should be placed in an envelope with the team name on it, and should be given to the referees with the game cards and player passes before the match.
Coach Expenses for Regular Season Games - Away – the team will pay for the Coach’s hotel room on Saturday night, mileage at $.50/mile round trip from Fowler, and a $50/day per diem. If you have matches that are over 6 hours away, include a hotel for Friday night as well. The team manager needs to look at the R3PL schedule and determine the travel distance and then decide if they need to include a Friday night hotel room in their budget for the coach. It is mandatory that the team stay together in the team hotel for team breakfasts, meetings, etc. Be sure every parent understands this at the beginning of the season. It is important to be sure hotels offer free breakfasts to hold cost down for families.
Coach Expenses for Regular Season Games – Home – For home games, only mileage ($.50/mile round trip from Fowler) should be reimbursed. Each year the location for home games for R3PL Atlanta teams change, if the home games are held at a UFA field, then no mileage reimbursement should occur for home games.
Other Expenses - Include some contingency money for travel certificates, team brochures, etc. (+/- $300). Also include $10/game for a cooler of waters and ice per game. On travel weekends it is critical for the team to stay well hydrated and often parents aren’t traveling with the team.
Tournaments – R3PL teams will participate in tournaments as other Select teams do. Expenses, registration, etc. are the same as Select teams.
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Appendix F
Team Manager Worksheets
a. Tournament Cost Spreadsheetb. Spreadsheet for calculating total costs for year by player
(team budget)c. Sample email to opponents
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Appendix G
Fundraising Guidelines
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Appendix H
Logo Use Policy
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Appendix I
US Youth Soccer Concussion Policy
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