Palo Alto Soccer Club
Team Manager
Handbook
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Team Manager Handbook • Version 4 • August 2013
Contents
Welcome
New Team Formation
Team Manager’s Duties
The Team Meeting
Dealing with Conflicts
Dealing with Interested Players
Coach’s Duties
Banking
Calculating Season Fees
Uniforms
Equipment
Club Fees
Scholarships
Registration
CYSA Registration
NorCal Registration
Tournaments/Cups
Scheduling
Field Fees
Field Set-Up
Turf Field Rules
Referees
Game Day
Tryouts
Club-Level Volunteer Positions
Glossary
Appendix A: Sample Team Budget
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Team Manager Handbook • Version 4 • August 2013
Welcome
Congratulations on being a part of the Palo Alto Soccer Club (PASC) and volunteering to be
Team Manager. There are several resources to help you with your job:
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Team Manager Handbook (this document)
Palo Alto Soccer Club website: http://pasoccerClub.org/
Club Manager Coordinator: mgr.coordinator@pasoccerclub.org
Club Manager Mentor: Girls Teams: PASCmanagermentorgirls@gmail.com
Club Manager Mentor: Boys Teams: PASCmanagermentorboys@gmail.com
Club-level volunteers
President: president@pasoccerclub.org
Vice President: vp@pasoccerclub.org
Secretary: secretary@pasoccerclub.org
NorCal Registrar: norcal.registrar@pasoccerclub.org
CCSL (CYSA) Registrar: ccsl.registrar@pasoccerclub.org
Scholarships: scholarships@pasoccerclub.org
Treasurer treasurer@pasoccerclub.org
Fields Scheduler: fields@pasoccerclub.org

Other Team Managers
Take a moment to skim the Team Manager Handbook and browse the PASC website,
especially the Team Management web pages. Familiarize yourself with the type of information
you can find at each resource. Refer to these two resources if you have any questions as you
perform your Team Manager duties. If you can’t find an answer to your question, email the Club
Manager Coordinator.
Look under PASC website: Club Volunteers for contact information for all Club-level volunteers.
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Team Manager Handbook • Version 4 • August 2013
New Team Formation
How is a Team Manager selected?
The Team Manager position is open to any parent on the team. For a new team, the coach will
have a meeting and request volunteers or may ask a specific parent to be the manager. At least
one parent must step up to manage or the team cannot continue.
Can we have co-Team Managers?
Yes, many teams decide to have co-Team Managers and split the duties involved.
Team Manager’s Duties
What does the Team Manager do?
The primary job of the Team Manager is to oversee (not do yourself) team administration and to
be the liaison between the coach, the Club, and the parents. One of your most important jobs as
manager is to communicate with your coach, the Club, your team parents, and the league you
are playing in.
Most of your communication will be done via TeamSnap. Contact TeamSnap cooardinator
(vp@pasoccerclub.org) and establish a TS account/team. Invite parents/players in order to
create a team roster. Throughout the season, you will use TS to communicate practice times,
game times, cancellations scrimmages and so on.
You will receive emails from the Club regarding meetings, registration, uniforms, referees, and
so on. Make sure these get distributed to the appropriate people on your team. For example, if
there is a Club meeting about registration, your Team Registrar will need to be there or you
team will not be registered properly.
There is a wonderful infrastructure in the PASC, with volunteers at every level to help the
volunteers on your team. But they can only help if you are getting the messages to the team and
the volunteers.
What does the Team Manager NOT do?
The Team Manager plays a critical role, but there are several things the Team Manager does
not do:
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Do not make any roster decisions or any decisions about playing time. These decisions
are made by the coach.
Do not coach players on the sidelines; this is the coach’s responsibility.
Do not take action alone regarding the coach’s performance, or decide who the coach is.
The team’s coach is selected by the Club’s Executive Director of Coaching and
Director of Player Development.
What to do first?
Once your team has identified a Team Manager, the Team Manager should meet with the
coach and determine a few things:
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Find an immediate date for a parent team meeting. You will generally need to have a
team meeting after the December tryouts, in May (end of spring season), and in August
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Team Manager Handbook • Version 4 • August 2013
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(just before fall). Having a team meeting in May allows you to obtain necessary materials
for registration for the fall season.
Determine playing league for your team and coach’s preference/availability for practice
days and times. Practice dates/times and locations will probably not be finalized before
your team meeting, but you can give your parents a general idea of whether you will be
practicing twice a week or more.
Obtain a team roster from the coach.
Find out who the Team Manager of the coach’s other team is (if any). You’ll need to
develop a rapport with this person so you can both work together to minimize conflicts.
Cover and clarify topics that will be discussed at the team meeting.
After meeting with the coach, send an email to the team to announce the parent meeting. The
meeting is mandatory. Every player on the team must have a parent/guardian in attendance. A
successful team requires the commitment of every family to share responsibilities.
The Team Meeting
The coach is responsible for the agenda, but he/she may ask for your help. Look on the PASC
website: Team Management: Sample Team Documents for a sample agenda and team fact
sheet.
What are the goals of the team meeting?
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Fill your team volunteer positions! It is important not to leave the meeting until all
positions are filled. There are several jobs that can be delegated to parent volunteers:
Registrar: Register the team for league play.
Scheduler: Schedule games and/or scrimmages.
Treasurer: Set up a bank account (or change names on existing account), create a
team budget, and write checks for the team (e.g., registration, tournaments,
and referees for home games).
Tournament Coordinator: Register the team for any tournaments the coach
wants the team to enter. Find lodging for out of town tournaments.
Uniform Coordinator: Manage the ordering of new uniforms.
Field Coordinator: Organizes parents to help set up and take down equipment for
home games and transport canopies and team benches to games.
Scholarship Fundraiser: This is centralized and club focused.
Social Coordinator: Organizes team lunches and gatherings.
Snack Coordinator: Organizes families to bring snacks to games.
Team Photographer: Takes team and player photos at games and posts them on
TeamSnap.
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You may not need all these jobs (e.g., Snack Coordinator for older teams) and some of
these responsibilities you may want to combine into one position (e.g., Registrar and
Tournament Coordinator). Your coach may also ask you to advertise via club’s website
or by email and run team tryouts and to recruit new players.
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In addition, every team U11 and older needs to have a Club-level volunteer; identify a
parent to volunteer to help with a Club volunteer position. Contact the Club Volunteer
Coordinator for a list of available positions.
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Per the coach’s direction, notify the families of the playing league and league website
link that shows game days/times the schedule will also be on TS page.
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Have the coach explain his/her philosophy in terms of goals of the team, playing time,
size of roster. Whether you believe it or not, issues of playing time and roster size will be
discussed by team parents, so it is best if the coach addresses these up front with all
families.
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Bring initial roster from tryout information, and complete all missing contact information
in order to form a team directory. Ask all to accept TS invite, update all info on the roster
page especially utility account #, phone # and email address.
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Get to know the families and players on your team! A post-game potluck early in the
season allows the families to introduce themselves and allows the coach the opportunity
to answer questions informally.
What do I do after the team meeting?
Once you’ve had your team meeting and filled the team volunteer positions, get organized:

Request Palo Alto utility numbers for all team members who are Palo Alto residents.
This will be needed in order to complete fall registration and get your player passes from
the registrar. The city evaluates the percentage of Palo Alto residents who use the city
fields; and the Club will both lose priority in field booking and see a significant increase
in field fees if we do not have verified at least 51% Palo Alto residents as players. A
template will be sent by the Club Manager Coordinator. The previous year’s input can be
requested from the Club Fields Coordinator.
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PASC uses TeamSnap , and pays for the team’s TS account. TeamSnap is a tool to
maintain contacts, practice time, game time and location, push events to parents’
smartphones, send messages to the parents, keep track of scores, archive a season,
and so on.
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Notify the team as soon as the days and times of practices are known.
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Accompany the Team Treasurer to create a team bank account or change the name on
an existing team account. Contact the club’s treasurer treasurer@pasoccerclub.org to
issue an authorization letter to open a new team bank (if one does not exist). Accounts
are with Citibank.
Citibank
2401 El Camino Real
Palo Alto, CA
Attn: Herbert Wu
650-798-8985
You need two signees for the account, usually the Team Treasurer and the Team
Manager. The advantage of such a team bank account is that it is under the PASC nonprofit organization umbrella, so it does not need to keep a balance. Most registration
checks need to be written on team checks, so get this done ASAP.
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Have the Team Treasurer create a team budget. See Appendix A for a sample budget;
an Excel file is also available on the PASC website.
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Order uniforms, if needed. Find out uniform ordering deadline and have your uniform
coordinator fill out the order form that can be found at PASC website under resources,
under for managers. Send the name and email contact of your Team Uniform
Coordinator to the Club Uniform Coordinator .
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If you are playing in CYSA league, contact the current Redwood Junior Soccer League
webmaster to get your name added to the manager list:
webmaster@RedwoodSoccer.org.
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Contact the current Club Registrar for your playing league so that you and your Team
Registrar are included on league registration timelines:
NorCal Club Registrar: PASCNorcalregistration@gmail.com
CCSL (CYSA) Club Registrar: PASCCCSLRegistration@gmail.com
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Contact the current Club Manager Coordinator to make sure you are on TeamSnap as
manager PASCmanagers@gmail.com.
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Contact current Club Field Coordinator to be added to the distribution list:
fields@pasoccerclub.org
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Forward all information from the Club on to your team.
Dealing with Conflicts
The other very important role the manager plays is to be the liaison between the coach and the
parents. Parents usually are very cooperative, especially if they know the expectations,
commitments required, and the rules.
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Some suggestions about rules for parents:
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Make sure all coaching questions are directed to the coach. Do not try to field these
questions. It is not your area of expertise.
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Suggest that coaching questions include the player, especially as the players age. Any
player 12 years or older should be talking to the coach him/herself. Parents are welcome
to come and support the player, but the player should be a part of the conversation.
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Playing time issues should be addressed by the coach before the season begins.
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Parents must sit on the opposite side of the field from the players during games.
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The Club asks parents to watch what they are shouting on the field. Comments should
be positive and directed at the players and the game. No negative comments toward
referees are tolerated.
Just remember, your job is to facilitate communication with the coach, but not comment on
players or the issues their parents have. If two parents on your team are having issues, try to
facilitate a conversation, or ask the coach for help. If this does not resolve the situation contact
the Club board for help.
Dealing with Interested Players
You will receive calls or emails from interested players (their parents). Please discuss ahead of
time with your coach how he/she would like you to handle this. If there are open spots on the
roster, some coaches might have a policy that all interested players are welcome to attend any
practice to meet the team and coach and be evaluated. If a player tries out during a practice, a
medical release form needs to be filled in and signed by the player’s family (NorCal medical
release form, CYSA medical release Form 1601). Some coaches may wish to speak to the
players. Please clarify in advance, but you can always get the information, thank them for their
interest, and tell them you will contact your coach and one of you will be in touch.
Avoid poaching. There are strict rules about poaching. As the Team Manager, you should be
particularly careful not to poach players from other teams. For details of the policy, please check
your playing league’s website: NorCal or CCSL (CYSA).
Coach’s Duties
All coaches at PASC are independent contractors for the Club. They are typically selected by
the Director of Coaching. Contracts usually run through the calendar year (January 1 to
December 31). Coaches are evaluated by the Executive Director of Coaching throughout the
season and when contracts are renegotiated. Coaches are contracted by the month, rain or
shine, games or not. They are not contracted for hours worked.
What does the coach do?
 Teach and coach the team throughout the entire league and tournament season to the
best of coach’s ability to ensure players are learning and advancing their individual
soccer skills, techniques, and team tactics.
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Coach a minimum of two team practices per week during the season and all games.
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Establish team policies outlining the expected commitment level of players, which should
be shared with all parents and players on an ongoing basis.
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At younger ages, work in conjunction with the Team Manager and the Club to hold an
open and fair tryout at least once a year to select the most competitive team possible
prior to the league registration deadline.
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Communicate player-related dialogue (e.g., playing time, goals, progress, and
commitment) directly to each player, and establish a process whereby parents can have
a dialogue with coach about their children’s progress.
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Determine the times, days of the week, method, details, and means of performing these
services.
Banking
How do I set up an account?
To set up a new team bank account or to change the names on an existing team account:
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Get a parent to volunteer as Team Treasurer at or before your team meeting.
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Ask the Club Manager Coordinator for a letter to the bank. (This letter on Club letterhead
authorizes the Team Manager and Team Treasurer to set up the account or change the
names on the account.)
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Call our contact Coco Guan at the Citibank branch to make an appointment:
Herbert Wu
Citibank
2401 El Camino Real, Palo Alto
650-798-8985
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Go into Citibank with ID (e.g., driver’s license) and the letter from the Club and set
up/change the names on the account. All persons who will have signatory authority need
to be there in person. Up to 3 people can have signing authority.
:
Calculating Season Fees
How are season fees calculated?
As you will want to set up the account by depositing checks, you will need to figure out how
much each parent owes. Have the Team Treasurer create a team budget. (See Appendix A for
a sample budget.)
Here are the things to factor when determining fees for a season:
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Club Fees: $155/player/season (See below for who is waived from this fee.) Club fees
are due with league registration and are neither pro-rated nor refundable.
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Field Fees: There are three tiers of field fees, payable to the Club at time of registration
twice a year. Ask the Club Manager Coordinator which fee schedule your team falls in.
Field Fee C: $300/season: Games held on grass fields, typically 8v8 teams.
Field Fee B: $700/season: Games held on a mix of grass and turf.
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Field Fee A: $1,300/season: Games held primarily on turf, with usually 3
practices/week and an extended season. (These teams will be notified
individually by the Club.)
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Coaching Fees: Coaches have an annual contract with the Club and are paid monthly.
(The Club Manager Coordinator or Club President can provide a summary of contract
obligations.) The contract will stipulate a monthly fee and the number of spring and fall
months of practice.
○ Example: For a coach with a contract rate of $1300/month and a 3 month
season, at least $3900 in coaching fees will be due, so divide the total by the
number of players. Any extra practices are prorated, and should also be taken
into account in determining per player cost. The Scholarship Policy outlines what
scholarship players are expected to contribute to coaching fees.
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Uniforms: Uniforms are approximately $122.00 for a full kit (not including backpacks,
sweats). Information about ordering uniforms is posted on the PASC website under
resources, under for managers.
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Referee Fees
The Club Treasurer will reimburse game referee fees for your five home league games.
The Club does not cover referee fees for State Cup games, games from a second
playing league, or scrimmages. Current referee fee schedule can be found on PASC
website: Referee Fees and Scheduling.
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Tournament Fees: Ask your coach about tournaments before the season begins so you
can anticipate costs. It is better to collect up front for tournament fees so as to not go
back to parents for more money later. However, if your coach doesn’t know which
tournaments your team will play, collect for what you know and come back later pending
decisions. Let your parents know there may be more fees later in the season. Per your
coach’s contract s/he is eligible for expense reimbursement for games outside the Bay
Area. Reimbursement can include meals, gas, and hotel rooms, assuming coach eats
and stays with the team. Typically a stipend of $100–$150/tournament weekend is
provided depending on the distance traveled.
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Social Fees: Some teams collect an extra for a social slush fund ($20/player). This cost
is up to you and your team.
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Additional Expenses: You may also want to budget for things like benches (about
$100), a canopy, and so on.
Once you have calculated what each player owes, it is a good idea to have them turn in a check
when you collect registration paperwork. This can be done at a team meeting.
Players pay for a season, which starts with registration. The Club does not sanction refunds
under any circumstances. If individual teams wish to give refunds for what they consider to be
sound moral grounds, this is accommodated out of team funds. The Club does not pick up any
part of that cost nor reimburse Club fees.
All checks to the team from the parents should be made out to include the PASC team
designation. For example: PASC 99G Blue.
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Per player costs range from $500 to $1,200 per season depending on the number of players,
number of coaching months, and number of tournaments the team attends. The number of
players is a balance between cost and play time. With more players the cost is lower, but the
play time may also be reduced. Your coach will advise on team size.
Uniforms
The Club Uniform Coordinator is listed on the PASC website: Club Volunteers. It is helpful to
have a parent volunteer as Team Uniform Coordinator.
Where do we get uniforms?
Our uniforms are supplied by Pro Soccer on Veterans Blvd. RWC Information and order forms
are available on the PASC website: Team Uniforms and Equipment. The required basics kit
includes: one numbered blue shirt, one numbered white shirt, blue shorts (can be numbered for
extra cost), white socks, and blue socks.
It is recommend that team members go to All Star Soccer in Sunnyvale individually to get their
orders completed. It is a lot faster than ordering as a group. If you do a uniform sizing party
event, just give All Star Soccer a call in advance and they will have sizes ready for the team.
Pro Soccer
1235 Veterans Blvd.RWC
Tel: 650-599-9900
Extras—such as warm ups, sweatshirts, rain coats—on are also available for purchase. Team
backpacks with player’s last name are also available at an additional cost.
Should we coordinate uniform numbers with other teams in our age group?
Often after tryouts, there are multiple new teams formed in an age group (i.e., Blue, White, Red,
and possibly Green). Obviously, do not duplicate numbers of existing players. In addition, it is a
good idea to coordinate between teams in the age group so as not to duplicate numbers
because there is often movement between teams (e.g., Blue to White, Red to White, etc.). The
Blue Team Manager takes on the lead for coordinating team numbers for all players in the age
group. No one wants to incur the expense of buying another uniform after a season or two.
For manageres contact info go to PASC website under teams/boys/girls.
How do we pay for uniforms?
Pay for uniforms using a check from the team account. However, if this is not possible (uniform
orders are due before bank account can be set up), do NOT have your Team Uniform
Coordinator pay the whole bill. Rather, have each parent write a check to Pro Soccer
What if we can’t get uniforms?
In some cases, teams are formed after uniform orders are due. Contact the Club Uniform
Coordinator to see if extra jerseys are available for use while waiting for the uniform order to
complete. In such cases, teams have been creative with using blue and grey practice shirts as
uniforms. All Star Soccer will put numbers on the backs for a small fee.
How do we get practice T-shirts?
PASC practice T-shirts in navy blue/white or gray/navy blue are available at all times. See the
PASC website: Club Gear for contact information. Per your coach’s direction, all players should
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wear a Club practice T-shirt to practice for team cohesiveness. Your Team Uniform Coordinator
should request sizes from the players. T-shirts are readily available and can be picked up within
a day or two. See the PASC website for additional information on colors, sizes, and contact info.
The profit from the practice T-shirts goes to fund player scholarships.
Equipment
The Club Equipment and Nets Coordinator contact is found on the PASC website: Club
Volunteers.
What equipment do we need?
Each team should have 10 balls (size 4 for U12 and younger, then size 5), 10 cones, 20 discs,
14 - 16 pinnies, 1 ball bag, 1 pump, and a first aid kit. Even if the coach changes, the equipment
stays with the team, NOT the coach. Make sure all balls are labeled with the team name. In the
spring, each team will be given at least 2 game quality balls. Keep these separate from practice
balls.
Club Fees
What are club fees?
You will need to submit the following payments to PASC each season. Your team’s Club fee,
coaching fee, and field fee checks should be made out to PASC using the team account and
mailed directly to the Club Treasurer. The Club fee is due each season at the time of league
registration.
Club Fees: $155/player each season (neither refundable nor pro-rated). Club fees can be
waived for the following players:
●
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●
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Team Manager (one per team)
Scholarship players (Please see the Club Scholarship Policy on PASC website:
Fundraising and Scholarship for details. Teams have a limited number of scholarship
waivers.)
Select Club-Level Volunteer
PASC Board Members
Coaching Fees: The entire coaching fee should be submitted upon registration. If there is
any difficulty collecting the coaching fee for the entire season, the first month coaching fee is
submitted upon registration, and the remaining dues are submitted before the start of the
season. In some cases, teams may need to submit payments monthly, and they should be
sent before the 5th of the month so your coach can get paid on time.
The exact coaching monthly fee and seasonal contracted duration can be found in the
coach contract letter. The Team Manager should request a copy of the contract obligations
from the Club Manager Coordinator or Club Secretary.
Field Fees: The field fees are payable at the start of each season with the team’s
registration packet.
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Scholarships
Who is eligible for scholarships?
The Club Scholarship Policy is found on the PASC website: Fundraising and Scholarship.
Optimally, players are supposed to apply for scholarships at tryouts, but this doesn’t always
happen.
PASC policy is to have a scholarship application sheet given out to all players at tryouts, thus
allowing them to then contact you about need. The status of returning players is usually already
known. It is important to get the request in early as there may not be enough scholarship money
through the Club to cover every player. No scholarship requests can be made after the close of
registration for league play.
If you have questions about scholarships, email PASCscholarships@gmail.com.
Registration
What are the playing seasons?
Spring playing season runs approximately from last week in March/early April through end of
May/first week of June, depending on the playing league and tournaments joined. Practice may
have started anywhere from January to March, depending on the team. (For U14 and older
teams, team players on a high school team cannot practice with their Club team until the season
is complete, usually the end of February.) Registration deadline varies annually, but is usually
between mid-February to March 1.
The fall season runs from the first weekend after Labor Day (NorCal may start the last weekend
of August) through the second weekend of November. (For U14 and older teams, the season is
usually completed the first week of November because of high school soccer.) Most teams
begin training by mid-July or August and may do a concentrated week-long mandatory "camp"
run by the coach or may have been training weekly during the summer.
Which league should the team play in?
Ask your coach which playing league(s) s/he wants the team to play in. Several factors will
affect this decision, likely including coach’s schedule, your team playing level, family
commitment level, and level of competition offered by playing leagues at your age group.
CYSA Cal Soccer League (CCSL) or California Youth Soccer Association (CYSA or CY)
Has been restructured as CalNorth CYSA Cal Soccer League (CalNorth CCSL)—still
occasionally nicknamed CYSA or CY. Until recently, most competitive Club teams in the area
played CYSA. Our CYSA Registration League is Redwood Junior Soccer League (RWL), in
District 2, which covers the Peninsula region. Within CYSA, there are different divisions,
including State Premier (the highest ranked teams); Bay Region, which includes Gold and
Silver Elite; and Coast for more local play of Silver, Bronze, and Copper level teams.
U.S. Club Soccer (USCS)/NorCal Premier Soccer (NorCal)
In the past few years, U.S. Club Soccer, with NorCal Premier Soccer as the playing league
in Northern California, has emerged as an alternative to CYSA, and playing in NorCal has
become a more popular option. As in CYSA, there are different divisions depending on level
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of play, including the National Premier League (previously Regional Academy League) for
elite U14 and older teams.
Refer to the CYSA section OR the NorCal sections below for registration instructions. The Club
does hold registration meetings twice a year, before spring and fall registration period, to update
Team Managers and/or Team Registrars on procedures. Check the league websites for the
most up to date instructions and information, or ask our Club Registrars.
CYSA (CCSL playing league) State, Bay and Coast Registration
CCSL registration procedures have been changing every season so please see CalNorth
website for any updated registration details.
OVERVIEW: As of Fall 2012 CYSA registration consists of application to a playing league
through GotSoccer and player registration through Redwood league. Each team maintains
separate accounts on GotSoccer, which is be used for running the league and Redwood
websites which is used for registering players.
Important websites—GotSoccer: www.gotsoccer.com; CalNorth: www.calnorth.org; Redwood
Junior Soccer League: www.redwoodsoccer.org

Registration: Alex Loktev (PASCCCSLRegistration@gmail.com ) and Carla Paniagua
(CarlaPaniagua@comcast.net)

CYSA registration bin: 3487 Ross Road, near the YMCA. The registration bins are located
behind the gate to backyard on LEFT side of the house, the gate is not locked. There is a very
friendly dog that will be in the backyard from time to time. After you drop off paperwork send
email to Alex Loktev (PASCCCSLRegistration@gmail.com ) and Carla Paniagua
(CarlaPaniagua@comcast.net) with team name in the subject line letting us know that you
dropped off paperwork.

PASC fees contact: Club Treasurer, Birol Becan (PASCtreasurer@gmail.com). His address is
225 Pasa Robles Ave, Los Altos, CA 94022.
Registration is a fairly long procedure, so get your Team Registrar in place right away and have
them get started. Before each playing season, a list of the registration process will be sent out
by our Club CYSA Registrars. See also Registrars Page for CYSA forms. Contact CYSA Club
Registrar if you have questions.
Notes
State Premier, Bay, Gold, and Silver Elite may have different registration timelines than Coast
Leagues (Silver, Bronze, and Copper); check the league website for exact timelines. Spring
registration may differ slightly from fall, so be sure to have your Team Registrar check with the
Club Registrar for instructions.
Roster Limits
Rosters of the U16 and up teams can be 22 players. On game day, only 18 players can suit up.
Rosters of the U15 and under teams can be 18 players.
U15 and under, roster minimum is 10 to register.
U16 and up, roster minimum is 13 to register.
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Getting into the Redwood Junior Soccer League System
In order for the Team Manager and Team Registrar to get the team into the system, you need to
have a Redwood Junior Soccer League username and password. Both the Team Manager and
Team Registrar need to be added. The Club Registrar can usually get your Team Registrar set
up, but if there are problems, contact the current Redwood Junior Soccer League Webmaster at
webmaster@RedwoodSoccer.org for help. Website contains extensive help sections please
refer to them for technical questions.
1)
Player Registration
 1 copy of the Player Registration Form 1601 (at present, print from Redwood Junior
Soccer League site) per player but must be signed and must list an emergency
contact (can be a parent).
 Proof of Birthdate (POB) for new to CYSA players only (players who were new in
spring 2012 should include POB for fall registration because of the current
backlog)—POB (Copy of Passport or Birth Certificate only). Attach Form 1627,
Foreign Document Translation, if POB does not clearly state the birthdate in English.
A Form 1627 is good for 5 years and a passport is only valid as POB if it has not
expired. If you are not sure include the POB document. Only one copy of the POB
document is required, it will not be returned.
 Do NOT staple 1601s and POB documents, use paper clips.
 You need to include a (1" wide x 1.5" high) photo for the passes for each player and
the back of pass medical release only if you are using the gluing and lamination
service (covered later). If you are not using the lamination service, do NOT include
photos in your packet, they will be lost.
2)
Adult Registration (Coach, Asst. Coach, Manager)
 Adult registration Form 1628 is now submitted online annually. Go to:
http://www.calnorth.org/districts_and_leagues/registration/adult_online_disclosure/
and, once filled out online and submitted, each team staff member must print out the
Confirmation page that pops up and include it in the team packet. Please keep in
mind, that if you do not provide the printed confirmation number page for each adult,
they cannot be approved or registered for the team. Adults that were newly
registered for the spring do NOT need to complete the disclosure form.
 One (1" wide x 1.5" high) photo for each adult if using the gluing and lamination
service.
3)
One copy of the REDWOOD LEAGUE REGISTRATION TRANSMITTAL FORM, 2012
5)
Turn in paperwork and Redwood Junior Soccer League check using the original packet
envelope, marked with the date of your earliest tournament on the sticker provided on
the outside. Fill in other information on label. Carla and Bert are the Club Registrars;
team registrars do NOT sign the packet. Please do not write unnecessary info on the
envelope. If further explanation is required, please include a note in the envelope.
6)
Include PASC checks for club fees and coaching fees in your packet, we will send them
to the Club Treasurer.
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7)
The team spreadsheet with City of Palo Alto Utility account numbers. No spreadsheet
and your team will not be registered.
8)
For more detailed registration instructions, please refer to the Redwood Junior Soccer
League website: www.redwoodsoccer.org.
9)
If a team is using the league supplied lamination services. The packet must also include:
 Photos for all players and team staff. This can be supplied in digital format (CD or
memory stick or email, limit of 5MB per team) that will be uploaded to the CalNorth
registration system (League One). Each photo must be clearly labeled with the
player or team staff’s name. (In case of duplicate names use the CYSA ID.) The
photos must be .jpg, .jpeg, .png or .bmp file, preferably a high resolution headshot.
Email them to Club Registrar in a zip file using the team name (e.g., Palo Alto 99B
Blue Photos.zip).
 Signed medical release forms (the stickers we used last year for each player).
 Team check made out to Sara Gray for the lamination service, $40.
 Lamination Request filled out on front of packet.
 The payment covers the entire season (official roster changes only).
●
What you will get back from Redwood Junior Soccer League Registrar (via our Club
Registrar):
■
Player passes/cards: If you did not order lamination service the pictures will
need to be placed on small cards that show the player’s information, medical
release sticker affixed on the back (parent will need to sign) and laminated These
cards MUST be given to the referee at every game. In the packet you get back,
they come in perforated sheets, with one membership pass and one membership
card for each player/adult. The member pass portion (including picture) should
be separated from the sheet, laminated, hole-punched and placed on a key ring
for safekeeping. Adult passes first, and then player passes in alphabetical order.
■
POB (Proof of birth): The only documents returned are for players that are
already in the CYSA system; otherwise, the proof of birth documents are kept by
the District 2 registrar. These documents should be placed in a binder/folder and
kept in a safe location. In the past, these documents were brought to every
game. Due to privacy concerns, this is no longer encouraged or allowed. The
registration of your players for league play and tournament play should already
have ensured that they are of the correct playing age. Do not bring or keep the
proof of birth documents in the binder with other team information.
■
Goldenrod: A yellow sheet of paper listing the official roster, including names,
birthdays, CYSA numbers, and so on. Make some copies and laminate the
original. Then put the original in the team binder as the first page. Remember,
when you add or drop players, a new goldenrod will be generated so make sure
to laminate this updated copy and add to the team binder.
The Club Registrars will notify the teams by email when the packets are returned and
ready for pick up in Club registration bins. Remember, the sooner you get your materials
into the league for processing, the sooner they will be returned.
CCSL Player ADD Instructions
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




Add player to your roster on Redwood League website: www.redwoodsoccer.org
Add player to your roster on GotSoccer website: www.gotsoccer.com
Prepare and drop off packet at 3487 Ross Road, near the YMCA. The registration bins are
located behind the gate to backyard on LEFT side of the house, the gate is not locked.
There is a very friendly dog that will be in the backyard from time to time.
Send email to Alex Loktev (PASCCCSLRegistration@gmail.com ) and Carla Paniagua
(CarlaPaniagua@comcast.net) with team name in the subject line letting us know that you
dropped off paperwork.
You will receive email when passes are ready for pickup.
Your paperwork should be in a 9 x 12 or 10 x 13 envelope with the attached standard
submission label:
Adding Players
 1 copy of the Player Registration Form 1601 (at present, print from Redwood Junior
Soccer League website) per player but must be signed, dated and must list an
emergency contact (can be a parent).
 Include the City of Palo Alto Utility Account Number on the top of the Form 1601 for
players residing in Palo Alto.
 Proof of Birthdate (POB) for new to CYSA players only (player who were new in
spring 2012 should include POB for fall registration)—POB (Copy of Passport or
Birth Certificate only). Attach Form 1627, Foreign Document Translation, if POB
does not clearly state the birthdate in English. A Form 1627 is good for 5 years and a
passport is only valid as POB if it has not expired. If you are not sure include the
POB document. Only one copy of the POB document is required, it will not be
returned.
 Do NOT staple 1601s and POB documents, use paper clips.
 One Copy of the updated REDWOOD LEAGUE REGISTRATION TRANSMITTAL
FORM showing new player on the roster. Highlight new player.
 One check made out to Redwood Junior Soccer League for $10.00 x # of players
being added to the roster. THIS CHECK MUST BE DRAWN ON A TEAM ACCOUNT
(OR CASHIERS CHECK, OR MONEY ORDER)—ABSOLUTELY NO PERSONAL
CHECKS WILL BE ACCEPTED BY LEAGUE REGISTRAR.
 One check made out to Palo Alto Soccer Club for $135.00 per player for Club Fees.
Please include “Team Name – Club Fees” on the check.
 Complete submission label on the envelope, use official PASC team name, write
your contact information on the envelope.
Timing considerations: In general, allow 1½ to 2 weeks to get player passes back from the
moment you dropped off paperwork.
Transferring Players
Teams are allowed unlimited transfers within the Redwood League and transfers of five (5)
players from outside the Redwood League ONTO their roster for the ENTIRE SEASON YEAR
(Sept 1 to Aug. 31.) Provide two unique signatures on Form 1606, (parent and releasing coach),
the player pass in use, and a new picture and medical release if using the lamination service. If
a transfer involves another district & league, additional fees to those organizations may
be involved. Again, transfers now require (2) signatures only: a parent and the releasing
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coach. Form 1606, player pass, and new picture will be given to the Receiving League.
Please also remember that, once a player has been released from a team, a transfer is required
to bring him/her back onto that team’s roster, if they change their mind or if they want to move to
another CYSA team.
Please use Form 1606 to release or transfer players. Follow instructions on the form carefully.
Note that player passes must accompany release or transfer requests. Each transfer packet
must include a copy of your current goldenrod and updated Redwood league transmittal form.
You will receive a new goldenrod with the new player pass. An additional $155 for Club fees is
payable to PASC; mail directly to the Club Treasurer:
Birol Becan
225 Pasa Robles Avenue
Los Altos, CA 94022
Write in the comment line what the check is for (e.g., new player for 96B Blue). Allow 7 days for
a change of status to be processed. Club Registrar will let you know when the pass and new
goldenrod is available for pick-up. The player cannot play until the pass is ready.
Adding an Adult
To add an adult to your team, follow the same process for fall registration. Even if the adult is
registered with another team, the process is the same. The league will generate another pass
for the new team (so for every team an adult is registered for, they have a separate pass). You
don’t need to include the existing passes for that adult.
Releasing Players
A player is released from a team only when they are not going to play on another team in the
same seasonal year. If you release a player and then they decide they want to play again for
another team, you have to first transfer them back to your team, using up 1 of your 3 allowable
transfers. So be very careful before a player is released, as it could negatively affect both them
and your team. Please plan carefully!
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NorCal Registration
Please note that the NorCal website is separate from U.S. Club website, so you will need a
separate login for that site. PASC U.S. Club Registrar is the U.S. Club representative and is
NOT involved in team registration with the NorCal playing league. For questions about NorCal
registration, contact NorCal Registrar.
Registration: (Remember you will need to submit the following:
1. Club fees
2. Field fees
3. First month coaching fees
4. Palo Alto Utilities roster (fall only) to proceed with registration
Establishing New Teams, Adding New Staff, or Re-assigning Staff
●
To establish a new team, complete PASC U.S. Club New Team & Staff Updates Form
and email it to the PASC U.S. Club Registrar. A coach is required to create a new team
in the U.S. Club system.
●
Prior to requesting adult passes, the U.S. Club Staff Background Check Application must
be completed online. At www.usClubsoccer.org, under the Registration Tab, Select Staff
Background Check Application, the link to e7sports. Select Registration type (coach or
manager). At the top of the form under Type of Membership, select Club, Academy,
Recreational Club. You get a list labeled Club where you select Palo Alto Soccer Club
(CA) #1741. Save the confirmation number for your records. Email staff digital photos to
the PASC U.S. Club Registrar who will upload them to the adult record. Staff passes are
valid for two years and may be used for any team in the Club.
Registering Players
●
Each player will need a completed Form R002 with original wet signature in BLUE ink.
●
Each player must also provide a copy of player’s proof of birth (i.e., passport or birth
certificate) and a 1" x 1" head shot photo (no hats, headbands, etc). The Team Registrar
will need to scan the proof of birth documents and upload them onto the U.S. Club
website. In addition, it is recommended that you obtain digital photos. You can avoid
printing the photos if you upload them at the U.S. Club website.
●
Enter all of your player information, proof of birth, and photo if doing so, at the following
link: https://www.usClubsoccer.org/members/player.aspx?sec_id=28&guid=fdceceb424ed-48a8-ae80-07e2e274a628. Make sure that the box at the top has your team name
indicated correctly when adding players. When adding players from a different Club,
confirm they have been released on the U.S. Club website by their former team.
Obtaining Player Passes
●
Deposit/transfer fees from your team account into the PASC Club Registrar account at
any Citibank branch (Citibank Account #204635593). USCS Pass fees for 2014 season
are as follows:
○ Player U11 and under: $14/player
○ Player U12U19: $18/player
○ Staff (valid for 2 years): $15/adult
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Team Manager Handbook • Version 4 • August 2013
●
Email request to the PASC U.S. Club Representative. In the Subject Line type: PASC
(Team Name) Pass Request. In the body of the email enter: Team Name and Age
Group, the number of player passes requested, the per pass fee, the cost for all player
passes, names of any adults renewing their passes, the per adult fee, the total cost of
adult passes, the total cost of all passes, and date this amount was deposited or
transferred into the PASC Club Registrar account.
●
Attach one .pdf file with email, organized with page one being the team roster (indicating
what players are requesting passes) and followed by scans of all U.S. Club Player
Registration/Medical Authorization forms (R002) in alphabetical order.
●
Once passes have been requested and paid for on the U.S. Club website, they will be
processed by U.S. Club Soccer in (typically) 3-4 business days. Once they are available,
the PASC U.S. Club Registrar will access them online, convert them to .pdf’s, and email
them to the Team Registrar or Team Manager.
●
The Team Registrar or Team Manager prints the passes in color on cover or cardstock
paper, cuts, folds and laminates them. (Most FedEx-Kinkos locations offer this service.)
Keep cards on a single ring for each game. Passes are valid for 12 months starting
August 1.
Transferring Players to or from Another Club
Be careful with transfers from other teams. They must be released first, or it takes a long time
and lots of effort to get them their player pass. For a player to be released from PASC, please
notify the PASC U.S. Club Representative.
NorCal Registration
Go to the NorCal website at http://www.norcalpremier.com/. Go the tab of the league you want
to play in and follow the prompts to “Apply here.” The online application form will ask for details
about past team results. If you are a new team, note that. If you are an established team, ask
the coach and/or previous Team Manager or Team Scheduler for results. You will need to pay
league registration fees by credit card. If your team has previously played in any NorCal event,
register through your team page (i.e., log in first) to avoid creating duplicate team entries in the
system. You will be able to build your team roster on the NorCal site once your players are
registered with U.S. Club Soccer.
Tournaments/Cups
What tournaments should the team play in?
Talk to your coach about what tournaments s/he wants to do for your team. It is best to do this
right away. There are several centralized sites for listings of tournaments, including Got Soccer.
Apply early to make sure you are accepted. Please check with your coach and the tournament
website to determine if it is appropriate for you.
The rules for registration and playing in tournaments vary. Some tournaments accept CYSA
passes only, some accept U.S. Club (NorCal) only and some accept either. Level of play varies
by tournament, with some tournaments hosting several levels, often on consecutive weekends.
Some tournaments allow guest players, some do not. Guest players from outside the Club will
need to complete a loan form signed by their coach and your coach for the appropriate dates.
Check the rules for the tournaments you enter.
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Once it has been decided which tournament(s) the team wants to play in, have your Team
Tournament Coordinator register. S/he should also coordinate check-in, which may be the night
before the tournament actually begins, and hotel accommodations if necessary. Well organized
tournaments always have negotiated blocks of rooms at local hotels. The following are several
tournaments popular with the PASC teams:
PASC Tall Trees Invitational: PASC hosts the Tall Trees tournament on the last weekend
of September. This is our Club’s main fundraiser. U11U14 Boys and Girls. All eligible Class
3 PASC teams should plan on participating.
Other tournaments that have been popular with our teams include the following (please refer
to respective websites for more up to date information):
District 2 Cup (D2 Cup): open to all teams who played CYSA previous season. Run as a
jamboree for younger age groups U9U10.
State Cup/Association Cup: U11 and older teams, only teams who played CYSA fall
league are eligible for participation. In general, Gold and Silver teams participate in State
Cup, and Bronze and Copper teams play in Association Cup. Cup games are in winter
(January to February) for U11–U13 and in spring (April to May) for U14 and older teams.
May need to travel within Northern California. Strict roster rules, including transfers/adds.
NorCal State Cup: U9–U18. Ongoing throughout the fall season, involving 4 games spread
out from September to November, then 2 or more weekends of playoffs. Playoffs for U10
and younger finish before Thanksgiving. Depending on the bracket, U11 and older finish
either in mid-December, with Premier brackets playing in January and February. Expect to
travel throughout the preliminary and playoff games, as teams participate from all around
Northern California. You do not need to play in the NorCal fall Season to participate, but you
do need U.S. Club passes. Roster freezes early (September 1).
Soccer by the Bay: Large, popular local tournament with Gold and Bronze brackets held on
separate weekends in August.
Scheduling
The Club Fields Scheduler is Birol Becan at fields@pasoccerclub.org
How do I schedule games?
Each team should have a Team Scheduler. In general, each season, scheduling is divided into
two parts.
●
Practice Scheduling: Your coach is responsible for obtaining practice fields via the
Club and the Director of coaching. You will be notified by the Club Scheduler of your
team’s practice fields and times, often scheduled a couple of months prior to the season
start. Please go to TRUMBA and check your field assignments for accuracy, and release
(by emailing the Club Scheduler) any fields you know you will not be using (e.g., Monday
holiday, confirming with coach first). Notify Club Scheduler immediately if you note any
errors on TRUMBA. Note that in the fall, any practice not held at Mayfield, 5:30 p.m. or
later, will need to be changed for Daylight Savings Time. This will be arranged by the
Club Scheduler. Any out of season (extra) practices need to be requested by the Team
Manager to the Club Scheduler.
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Team Manager Handbook • Version 4 • August 2013
●
Game Scheduling: As soon as the playing leagues post the skeleton weekend game
schedules and they are uploaded onto Ridgestar (through the Redwood Junior Soccer
League website), you can start scheduling the exact date, time, and field for home
games. The sooner you contact the opposing team and set up a time, the better the field
availability will be. If your coach has multiple teams, make sure your Team Scheduler
works with their counterparts so that the coach can make all the games. (Don’t forget
travel time!) Scheduling with some opponents can more challenging than others, so be
patient and cordial, but determined!
What are some tips for scheduling games?
●
The Club Scheduler will send out early each season a module on how to schedule
games on Ridgestar (through the Redwood Junior League Soccer website.) Your Team
Scheduler will need access to the Redwood Junior League Soccer website. This is
automatic if you play CYSA, as you will have registered through Redwood Junior League
Soccer, but if your team plays NorCal, you’ll need to ask the Redwood Junior League
Soccer webmaster for login/password, linked to your team.
●
You will need to be in contact with schedulers on opposing teams. You can find their
contact on your playing league websites. It is best, before scheduling home games, to
find out if opposing teams have any restrictions. Make sure you convey any restrictions
your team may have to your counterpart for away games. Although it is expected that
you schedule a game on the exact day listed on the skeleton schedule, the day can be
changed (from Saturday to Sunday, for example, or even to a weeknight or different
weekend) with the approval of the opposing team.
●
To assure equity, each 11v11 team will be assigned 3 turf slots (Mayfield or Cubberley
Football Field). If there are extra turf times available, you can ask for them, but that won’t
be clear until the season is well under way. You cannot grab these fields on your own,
and you must request them from the Club Scheduler.
Any scrimmages must be requested through the Club Scheduler. Indicate any need for
referees when making request.
●
●
Double check the accuracy of the dates and opponents listed on Ridgestar with those on
your playing league website. Much of the work is done manually, and mistakes will occur
and are easily fixed.
●
Go back to your league website and enter the specific game time and field.
What if I need to change a game that is scheduled?
●
Any changes to the schedule after you have created a specific time slot for the game
can be done directly by you. Just see the instructions on the module. Once a game time
has been agreed upon, any changes should be approved by both teams, or else the
original date/time stands.
●
Any changes to the skeleton schedule must be completed by the Club Scheduler on
Ridgestar.
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●
If you cancel/change a game after 6 p.m. on the Wednesday prior to the game, you will
still be responsible for paying the referees for that unpaid game. Just don’t do it!
Field Fees
What are field fees?
Teams will pay a fixed field fee per playing season. Please refer to previous section on
Calculating Fees for the fee structure. The Club will let you know which fee structure your team
will fall into. Field fees are due at the beginning of each season, at time of registration.
Field Set-Up
Who sets up the field for a game?
In general, the first Club team playing at a field must set up the nets/flags and the last must take
them down and secure them. The Club Fields Scheduler will send out an email each week
specifying team responsibilities. All nets must be anchored using the U-shaped rebar anchors or
sand bags.
This year, all goals at grass fields must be chained and locked against a fence after each
practice and at the end of the game day.
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Turf Field Rules
What are the rules for turf fields?
The city is very concerned that we obey the field usage rules posted at Mayfield; they also apply
to the turf field at Cubberley Football Field. As host, we must monitor other teams for
compliance with the field usage rules:
●
●
●
Food or Beverages can only be used on the picnic tables.
No Alcohol or Smoking at any PASC game!
Mayfield and Cubberley Football Field are highly desirable and are run on a strict time
schedule. Teams must exit the field when time slot is over. NO EXCEPTIONS!
Referees
Bernardo Tapia is presently our Club Referee Coordinator. If you have questions about the refs,
contact Bernardo:
Email: bernardojtapia@gmail.com
Cell phone: 650-395-7667
How do I check referee assignments?
As your games get scheduled, check Ridgestar to see that referees have been assigned for
your games. Remember, it is your responsibility to provide refs for your home games. One week
before, if no referees have been assigned, contact Bernardo Tapia to alert him.
How do I pay referees?
Referees need to be paid by your team for all home games. If you have any away game
scheduled on a Palo Alto field, make sure the other team brings the money to pay the refs.
●
Print out receipt game card stickers (see PASC website under forms) and affix onto
game card.
●
Upon completion of game, referee signs game card as per CYSA/NorCal Rules and
hands game card to Team Manager.
●
Team Manager hands envelope with cash/check (cash preferred) to referees.
●
Team Manager has referees sign game card receipt confirming referees were paid.
●
Team Manager mails copy of game card to Bernardo. (Keep original until 2 weeks after
season is completed.)
●
In case of a red card in CYSA, the referee will send the game card, player card, and
explanation of red card. Player card is not confiscated in NorCal, but the red card is
reported by the referee and managers online.
●
Any referee making over $600 in one year is 1099’d.
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Game Day
What do I bring to a game?
●
Player passes and adult and coaching passes. (Give these to the referee.) Note that you
cannot play a game without an adult with a valid pass. Referees are asked to enforce
NO PASS—NO PLAY—NO EXCEPTIONS.
●
Game card. (Bring a game card even if you are the away team; the Home Team might
not have one.) CYSA and NorCal game cards are printed out from the appropriate
website (Redwood Junior Soccer League or NorCal). Remember to add on the referee
game sticker (or place on an envelope).
How do I print game cards?
For CYSA: Log on to the Redwood Junior Soccer League website. Click on My Teams.
Click on Matches. Find your match. On the far right under Action, click on the icon that
says “Match Card for this Match?” when your cursor moves over it.
For NorCal: Log on to your team web page. From Schedule click on “vs.” to print game
cards.
●
Official CYSA (goldenrod) or U.S. Club (NorCal) roster.
●
Official U.S. Youth Soccer Association (USYSA) registration forms for each player.
(CYSA: Form 1601 or NorCal: Form R002)
●
A stamped envelope addressed to your playing league’s referee coordinator. Give this to
the referee to mail in the pass and send off report should one of your players get a red
card (CYSA only).
●
First aid kit (including instant ice packs or ice) and cell phone. Program in the direct (7
digit) phone number of your local fire and police department. Dialing 911 on a cell phone
sends your phone call to California Highway Patrol in Vallejo.
●
FIFA Rules of the Game. (It won’t do you much good to argue with the referee, but you’ll
be able to look something up and get the moral victory.)
●
Copy of league rules and game durations as posted on your league website.
●
Money to pay referees. (Find the referee payment schedule on PASC website: Referee
Fees and Scheduling.)
What do I do before a game?
●
Remind your team about the game, time, place, directions, and time to get there if away.
●
Traditionally, teams wear blue jerseys for home games and white jerseys for away
games, but have your players get into the habit of always bringing BOTH jerseys to
EVERY game.
●
If you’re the home team, check the field, get nets, corner flags up (assign a parent
whose job it is do this). It is the referee’s job to check the conditions; it is your
responsibility to fix them, so fix them before the referees show up and prevent a delay of
game.
●
If the weather is doubtful, check the field conditions the day before or early that morning
to assess the likelihood your game will be cancelled. For home games, rainout hotline in
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Palo Alto is 329-2697. There is a large penalty for using the field when fields are closed,
so please follow the hotline guidelines. Turf fields (Cubberley football field and Mayfield)
are not affected. Have phone numbers of opponents to notify them if game is cancelled.
What do I do during a game?
●
Players and parents/spectators are on different sides of the field. Only credentialed
adults (coaches/managers) can be on the same side as players.
●
Soccer is played in all weather conditions. Only the referee can determine that it is
unsafe to play. However, the home team cannot and should not play if doing so
damages the field.
●
Lightning and thunder are rare in our area, so the referee and opponents may not know
the rules. Games must be stopped when lightning or thunder is detected and cannot
resume till 30 minutes after the last evidence of lightning or thunder.
●
Encourage your parents to NOT coach and to yell only POSITIVE comments. Also stop
any negative comments made towards the referees.
●
Know your playing league (or State Cup) rules for required number of referees. In
general, if fewer than 3 referees show up (should be one center and two line refs) only
the center ref needs to be certified. Two parents can fill in for the line refs, but only if the
opposing team agrees, and the game results stand. If the visiting team does not agree to
substitute line refs, then you, the home team, must forfeit the game. If referee(s) no
show and there is an issue with game, contact the Club Referee Coordinator, Bernardo
Tapia, on cell at 650-444-9572 (or 650-395-7667).
What do I do after a game?
●
DON’T FORGET to retrieve your passes and maybe the game card from the referee.
●
Clean up the sidelines and field.
●
Pay and thank the referees and have them sign the referee label.
●
Retrieve your corner flags, goal weights, balls, and goal nets. Put equipment away
properly, including the goals if you are the last team.
●
Promptly report the score on the website.
●
Mail in the game card.
How do I handle paperwork?
●
Keep a record of ALL your game scores (i.e., league, tournament, and friendlies). You
will need to be able to state your year’s record when applying for tournaments or when
asking to move up playing divisions
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Tryouts
When are tryouts?
PASC holds formal, Club-wide open tryouts every December for all U9U13 teams. No player is
guaranteed a spot on their current team, including the manager’s child. For U14 teams and
older and for younger players looking outside the tryout window, parents will contact you or your
coach directly, and the player will need to come to practices to be evaluated. Sometimes, the
youngest age group (U8) will hold a tryout in May as well.
All players trying out for teams are required to fill out a Player Participation Form (see PASC
website) to bring to the first tryout session they attend. All field locations can be found on our
Fields page of the PASC website.
How are winter (December) open tryouts run?
The Club Tryout Coordinator contact can be found on the PASC website: Club Volunteers.
Traditionally, the Blue Team Manager, along with the Blue coach, leads the winter tryouts for
the respective age group. The Club Tryout Coordinator will send out detailed instructions on
how to run tryouts. S/he will also make sure that bins are stocked at the fields with all the
equipment you will need to run tryouts.
The Team Manager will run, or oversee with a parent Team Tryout Coordinator, tryouts. This
includes recruiting, advertising, and scheduling before the tryouts, being there during tryouts to
check in players, give out numbers, and answer questions, and facilitating communication and
team formation once tryouts are completed.
What do I do before a tryout?
●
Start early with advertising/recruiting. You should be getting your ads out by late
October. The Club Tryout Coordinator is available to answer your questions.
●
For the younger teams, AYSO is an excellent place to start. The Division Commissioners
are listed on the Palo Alto AYSO website or Los Altos/Mountain View website.
●
Consider handing out tryout flyers (once made up by the Club) at an AYSO game or
placing on cars at a home Stanford Soccer game.
●
Consider placing an ad in the Palo Alto Community Sports Kiosk:
enews@paloaltopta.org.
●
Have your team parents check with their schools about flyer policy. If possible send
them home with the appropriate grade levels and post at the school.
●
Have your current players invite at least one child to tryouts (assuming not already
playing for a current CYSA team). Note that CYSA has a no poaching policy. Players
currently playing for a CYSA team cannot be approached or invited to tryout. However,
if a parent of a current CYSA player from another team contacts you first, you may give
them information.
●
Do as much work before the first tryout as possible, including asking players to preregister (complete a Player Participation form) so that you can assign them a tryout
number before the actual day and shorten the registration line at the actual tryout. Preregister all existing players in your age group unless they know for sure they aren’t
coming.
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Team Manager Handbook • Version 4 • August 2013
What do I do during tryouts?
●
Arrive early to the field to set up. Bins with all materials will be available at all tryout
fields; if you’re assigned to Cubberley Football Field, consider bringing a table. Bring
your tryout roster (pre-registered players with assigned numbers) and several copies,
including blanks for walk-ons. (Have at least one for each coach and one for you.)
●
Bring your team(s) fact sheet(s). At a minimum, have general information for the age
group (e.g., practice days, season length, all coach contacts, lead manager contact, date
tryout results will be out, estimated fee schedule). It would be wise to include that dues
are nonrefundable per Club policy. Some age groups will also have unique sheets for
each team if philosophies differ significantly.
●
Once walk-ons have registered, give copies of the rosters to the coaches. Update this
list after each tryout so that the coaches have information for each tryout.
●
Have players use the same number for all tryouts
●
Encourage players to come to 2 if not all 3 of the tryouts.
●
Players who ask for scholarships should be kept confidential, but the coach must be
made aware who is applying.
●
Be available to answer general questions. Oftentimes it’s best to direct the parents to the
coaches for more specific questions/answers regarding the team.
●
Coaches should have decided prior to tryouts the date by which time all players will be
contacted. Make sure this information is passed onto the players and/or parents (and
should be on your fact sheet).
What should I do after tryouts?
●
Make sure all coaches have the most updated roster and phone contacts. Consider
emailing them the final tryout roster (with jersey numbers).
●
You will likely be contacted by parents who, for one reason or another, were not
contacted by the coaches, either because of wrong phone contact or another reason.
Put these parents in contact with the lead coach immediately.
Club-Level Volunteer Positions
What Club-level volunteer positions are available?
Club Volunteer Coordinator contact can be found on the PASC website: Club Volunteers.
Palo Alto Soccer Club is run by volunteers. Each U11 team and older is required to provide at
least one Club-level volunteer. The list of the positions can be found on the PASC website. You
can also contact the Club Volunteer Coordinator for more information.
In September 2008, the Club-level volunteer policy was approved by the PASC General
Membership. Click the link to find details of the policy.
Here is a brief summary of the policy:
“Managers will be asked to submit their team roster indicating their Club-level
volunteer, and any other positions that may qualify for a Club fee waiver
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Team Manager Handbook • Version 4 • August 2013
(including scholarship players). All families are still expected to volunteer for a
team-level job to support their child’s team (team registrar, team treasurer, team
nets duty, etc.) and to support the Club as needed.
Positive Incentives
If a person volunteers to manage a team, then the Club fees of his/her child
playing in that team will be waived. Note that there will be only one fee waiver for
a manager position per team. If a person volunteers for a Club-level position
required by the Redwood Junior Soccer League, or for the position of Tall Trees
Tournament Director, or for the Volunteer Coordinator position, or for one of
Board position, then the Club fees of his/her children playing in the PASC will be
waived. Note that “assistant” positions will not receive a fee waiver (for example,
Assistant Registrar).
Penalties
If during a season a team provides no Club-level volunteer, or only provides a
volunteer who does an unsatisfactory job, then that team will be immediately
switched to the lowest priority in selecting fields for practices and games. If
throughout a season a team provides no Club-level volunteer, or only provides a
volunteer who does an unsatisfactory job, then that team will not be allowed to
register through the PASC for the following season.
If after a year of non-existent or substandard volunteer work—and in the face of
not being allowed to register through the PASC—a team makes a serious
commitment to provide adequate Club-level volunteer effort the following season,
the Board may decide to allow the team to register after paying a $2,000 penalty
for the lack of volunteer work during the prior season.”
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Team Manager Handbook • Version 4 • August 2013
Glossary
Age-group: The age of the players on a youth team. In an "Under XX" format where XX is the
age of the oldest player as of August 1. See Guide to Age Levels.
For example, if a player is 12 years old on July 31 then s/he must play in a U13 (or older) age
group. The “U13” designation means "under 13 years of age as of the end of July 31." Players
may "play-up" or be younger than their age group, skill and team permitting. Players are not
allowed to "play-down" or be older than their age group. At PASC, the age groups are named
according to the end of the year (e.g., 99G would include girls born on or after August 1, 1998).
City of Palo Alto (The City or CPA): The City distributes all fields for the City, works with Club
Field Coordinator.
Cal North CYSA Cal Soccer League (CCSL) or California Youth Soccer Association
(CYSA or CY): This league is in the process of restricting as CalNorth CYSA Cal Soccer
League. In addition to NorCal (see below), one of the competitive soccer leagues in Northern
California. CYSA has been restructured with following divisions: Gold; Silver (up to 3 brackets:
Silver Elite, Silver A and Silver B), Bronze (typically 2 brackets: Bronze A and Bronze B) and
Copper (up to 2 brackets: Copper A and Copper B) divisions. Teams register through CCSL
website. Unlike AYSO, there are typically tryouts and coaches and referees are paid
professionals.
CYSA ID #: Every player and adult that registers for CYSA receives a unique identification
number. For players, the ID consists of the first and last initials of the player’s name, followed by
the birthdate (month/day/year) followed by the mother’s two digit birthdate (month/day). For
example, Player John Smith, born on January 12, 2000 whose mother was born on October 15
would have the following CYSA ID: JS0112001015.
District 2 (or D2): District 2 is the region within CYSA that includes PA. D2 encompasses the
area from Burlingame to Gilroy to Monterey.
Game card: A card with the player names/roster for that particular game. Given to the referee,
and often kept by the Team Manager. Game cards are printed out from appropriate website
(Redwood Junior Soccer League for CYSA and for NorCal).
Goldenrod: The yellow sheet of paper generated by CYSA from your registration papers and
part of the registration packet returned to each team that registers with CYSA. The goldenrod is
the official team roster and includes all team information. It should be laminated and brought to
every game along with player passes.
NorCal: The Northern California playing league of U.S. Club. Game cards for NorCal are printed
out from the website.
PASC team names: Palo Alto Soccer Club requires teams to use the Club convention to name
the teams with the following format: [Year][gender][color], for example, 00G Blue, or 01B White.
A team nickname can be used and added at the end of the above team name, for example, 00G
Blue Thunders, or 01B White Gunners.
PASC team colors: Palo Alto Soccer Club typically has Blue, White, Red and sometimes
Green teams depending on the number of registered players in an age group.
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Team Manager Handbook • Version 4 • August 2013
Player cards or player passes: All players must have an identification card with their picture
and information. Any adults on the player side of the field must also have cards. This includes
coach, assistant coach, and, optionally, the Team Manager.
● Cards are generated by league in which the team is registered.
● They should be laminated and brought to every game.
● Player cards from the fall season can be used in spring.
● New passes will be generated for the fall season.
Proof of birth (POB): Documentation showing the player’s birth date, either a birth certificate or
passport. A copy of POB is needed for registration.
R002: The U.S. Club (NorCal) Player Registration, Medical, Liability Release form.
Roster: The players on a particular team. For age-groups, U10 (fall) and below, the maximum
roster size is 13, with 8 players on the field. For age groups U10 (spring) and above, the
maximum roster size is 18, with 11 players on the field.
TRUMBA: The centralized on-line field reservation system for PASC showing both practice and
game fields reserved and available. See TRUMBA.
U.S. Club: A non-profit organization (National Affiliate member of the United States Soccer
Federation) that supports and develops competitive soccer clubs by registering players,
sanctioning teams, leagues, tournaments and other soccer programs. NorCal is a part of U.S.
Club.
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Team Manager Handbook • Version 4 • August 2013
Appendix A—Sample Team Budget
<Team name> Fee Estimate
Expenses
PASC Club fee
Player pass
Per Player
155
Team
Comments
If manager credit is applied, adjust in
individual player cost in grid below.
Check league website for seasonal
cost, pay only in Fall. Fall passes used
for Spring. Budget for new player
passes for new players in Spring.
14
Adult pass
Team league
registration
Referee fee
45
100
Field usage
300
Tournaments
500
State cup
Social
650
200
Coach
reimbursement
for tournament
150
Other equipment
200
150
Page 32
Check league website for seasonal
cost.
PASC reimburses 5 home games each
season. Need to request from Club
Referee Coordinator Birol Taplia at the
beginning of the season, and he will
send you a check. Any additional
scrimmages or home games will need
to be paid to referees directly. Check
PASC website for referee fees based
on age and league played (time of
half).
Field fees should be checked with
worksheet for exact costs.
Work with coach early to estimate
tournament costs so that additional
fees won’t need to be collected later in
the season. Tournament fees are
posted 6 months in advance in most
cases.
Slush fund amount is optional.
Generally a small gift or pizza party is
nice at the end of the season, and this
prevents additional fund collection.
Amount reimbursed for tournament
weekends as discussed with coach,
tournaments outside Bay Area are
typically $100$150 stipend paid
directly to coach for expenses.
Suggest new teams collect an
equipment fund to purchase folding
player "bench" for them to sit on during
games and folding canopy tent for all
season games (for coverage for sun
and rain).
Team Manager Handbook • Version 4 • August 2013
Total
noncoaching
expenses
Coaching
Number of months
Summer camp
149
2,270
1,400
Review coach's contract to determine
contract terms, and if 3rd practice isn't
included, negotiate cost with coach. In
off season when there are no games,
consider pro-rating coaching fee per
discussion with coach. Monthly
coaching fees are based on 2
practices/week and 3-4 games/month
(on average).
5.0
120
Team camp additional cost discussed
with coach, usually only budgeted in
fall fees, typically occurs in August. If
you need field space, request from
Club Scheduler Bob Wachs at
pascfields@comcast.net.
Total coaching
120
7,000
expenses
Grand Total
269
9,070
Note 1: PASC Club fee is waived for Team Manager, Club-level
volunteer, and scholarship player.
Roster size
12
# of scholarships
3
# of
nonscholarships
Expenses per
player
Coaching fees—
season
Coaching fees—
camp
Fees excluding
coaching
Total fall season
9
Per full paying
player
$583
Per scholarship player
$120
$120
$338
$203
$1,042
$707
$383
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Team Manager Handbook • Version 4 • August 2013
Scholarship Players Management
Scholarship player
contribution
Amount goes
toward coaching
fee
Scholarship
voucher
Total coach pay
from scholarship
Amount coach
gives up—
scholarship
Coaching fee to
send to Club per
month
$350
Amount scholarship families can
afford.
$147
We are assuming that scholarship
players pay in full all fees not related
to coach, minus club fees.
$200
Amount to be verified with the Club
before each season
$347
$237
Some coaches accept their pay to be
reduced when some of their
scholarship players cannot pay the full
amount requested. This indicates how
much the coach gives up from
scholarship players.
$1,258
To be agreed with the coach, based
on scholarship policies. Once agreed,
this is the amount the team should
pay the coach every month.
PER PLAYER FEES
Name
Comments
Adjustment
1
2
3
4
5
6
7
8
9
10
11
12
13
Scholarship player included in player fee
Scholarship player included in player fee
Scholarship player included in player fee
Team Manager
(135)
TOTAL
Page 34
Per player fee
Paid
Balance
$706.50
$706.50
$706.50
$906.50
$1,041.50
$1,041.50
$1,041.50
$1,041.50
$1,041.50
$1,041.50
$1,041.50
$1,041.50
$1,041.50
$200.00
$200.00
$200.00
$200.00
$200.00
$200.00
$200.00
$200.00
$200.00
$200.00
$200.00
$200.00
$200.00
$506.50
$506.50
$506.50
$706.50
$841.50
$841.50
$841.50
$841.50
$841.50
$841.50
$841.50
$841.50
$841.50
$8,233.50
$1,800.00
$6,433.50
Team Manager Handbook • Version 4 • August 2013