EAST KOOTENAY
VOLLEYBALL CLUB
MANAGERS’ MANUAL 2013
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Thank you for volunteering as the East Kootenay Volleyball Club Team
Manager. Being a team manager is an important role and contributes
to the success of all our club teams. The prime role of the manager is
to facilitate communication with the team. The manager is the liaison
between coaches and the parents. Your knowledge and support with
the team makes the job easier for all. A manager becomes a vital
source of information for players, parents and coaches.
This manual will help you understand the duties and responsibilities of
being a manager. Communication is crucial in this position. You must
be available by telephone and email, checking it regularly and
responding promptly to all requests clearly and concisely. At
tournaments – communication via cell phone – mobile or text is also
recommended.
General Responsibilities and Duties
Managers are responsible for the administrative duties of the team.
The coach and manager work together on all aspects of the team,
except coaching duties. You look after the organization and
communication with parents regarding the team schedule and
functions as directed by the coach. Following is a list of duties:
1. Go to the club website: www.ekvcvolleyball.com and familiarize
yourself with all the documents. Review the EKVC philosophy
and the documents on the forms link.
2. Familiarize yourself with the AVA website in particular this link:
http://www.albertavolleyball.com/content/youth-indoorvolleyball-ages-12-18-years This will provide you with all the
information regarding the Premier and Provincial tournaments.
Most teams will enter 1-3 of the Premier tournaments and all
the teams enter Provincials. (please note – the entry fee has
been collected for provincials – so do not collect that from your
athletes.) Information for Nationals can be found here:
http://www.volleyball.ca/content/2013-national-championships
and tournament registration fees for this have also been
collected as part of their EKVC fees.
3. Coordinate with the coaches to organize a parents meeting to
review the EKVC philosophy and the coaches philosophy.
Discussion regarding commitment level and general expectations
can be reviewed. This meeting can be short and brief at the end
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of an early season practice – generally second or third practice
at the latest. Talk about how many events you plan on attending
and the general costs of the events. (see the travel section
below)Collect/confirm all contact information at this time: parent
names, emails, phones, cell phones.
4. Establish an email distribution list for the team. Sometimes each
parent/guardian has their own email and you can ask if one
could be sent to both emails.
5. Collect the Code of Conduct form from each player and keep it in
a binder. Forms are available on the club website. The EKVC will
hand back the general registrations forms to you which will be
kept in your binder.
6. Make sure that each player is registered with EKVC and that
their fees are paid. Players that are not registered – are not
insured and this could present a problem for the club. If new
players come to the practice – all the paperwork must be
completed before a player steps on the court.
7. Our Club Administrator Stacey Johnstone will register everyone
in the NRS system which is the National Registration Service for
Volleyball . Each player will then need to be validated. Facilitate
each player, manager and coach to register with NRS. The
athletes must be registered with this to play in provincials. The
EKVC members are prepaid – so ensure that no one pays if
asked by the system. The goal is for each individual to go on and
register with NRS – we are in the division “Sunny South”
8. As manager, you will help to secure practice times at a facility.
Please contact your coach(es) first before determining your
practice times. The EKVC secures all space initially, but if you or
someone on your team has access to a facility (school district
employee) or church gym, please utilize this resource to help
secure valuable gym time. If practices must take place outside
the coaches home town (ie. Cranbrook resident running practice
in Kimberley) coaches will be reimbursed for mileage accrued.
9. Recruit other parents to help with various duties. Some of the
duties are: helping with scoring and lining at tournaments
(especially Provincials). Helping with any home tournaments and
fundraising for your team. Another position is to see who may be
able to help with the first aid portion at events – (taping, injury
assessment etc)
10. Contact the EKVC equipment manager for team equipment:
balls, bags, first aid kit and uniforms.
2013Equipment Manager is Danielle Korst dkorst@shaw.ca (250.427. 3402) home, 250-908-2570 cell.
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11.Distribute jerseys and record numbers that each player has to
make a team roster. When handing out uniforms – hand out the
largest size to the largest/tallest people on the team. It is much
easier for a team member to wear a shirt slightly too large vs
one that is too tight. Provide your coaches with an electronic and
hard copy of the roster. Collect the uniforms from the players at
the end of the season. Managers should always bring a spare
jersey to tournaments to supply to athletes who forget theirs.
The AVA is very strict with the uniform guidelines. The team
shorts should be black in colour and similar length. The socks
that the players wear all need to be the same colour and length
– ie ankle, calf or knee socks.
12. Make sure that you register and pay for your team entry fee in
all the Premier and Provincial events. Charge each player their
portion of the entry fee except for Provincials and Nationals.
There are dates with deadlines on the AVA site. Please make
every effort to collect your fees for the tournaments ahead of
time. In past years – we have had teams enter a tournament
and then not have the commitment from the athletes/parents.
AVA fines us if we register for a tournament – but do not attend
and this causes many headaches for rescheduling the
tournament. Also our club will get sanctioned if we do not show
up to a tournament. It is possible to bring up players from a
younger age group in some extenuating circumstances.
Create a list with players names, parents/guardians, phone numbers,
email/addresses, and ensure all families have this information as well.
Having a parent contact with names can be a way to break the ice at
tournaments.
Travel
Please review the sample budgets on the EKVC website. Have a parent
meeting to discuss how many parents will be travelling to the event.
Generally younger age groups have more parents travelling. Some
families choose to stay with friends or family and they will not be
charged an accommodation fee. Shared sleeping arrangements among
team mates occurs more in the older age groups. Each team may
decide how to do this slightly differently. Every effort should be made
to keep the costs as low as possible. If there are two teams in the
same age group – and coaches are of the same gender – they are to
share a hotel room.
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Fixed costs for travel generally include hotel- this varies depending on
the individual hotel room rates. Other costs are more dependent on
the expectation of the individual players and or their families. For
example,gas, meals and spending money. It is reasonable to expect
that this could amount to approximately $200 per tournament.
Teams should not travel to tournaments with fewer than 8 players.
This increases the cost and injury or illness during a tournament could
provide added stress for a team with low numbers.Accommodation
It is important when staying out of town that the team stays at the
same facility, but when this is not possible, the manager should obtain
phone/cell number for any players not staying at the same place. This
is important in the event of tournament schedule changes. Managers
are responsible for reserving hotel block booking at tournaments.
PLEASE DO THIS EARLY AS POSSIBLE AS ROOMS BOOK UP EARLY.
Make sure to send out deadlines for each tournament and
info on the block of rooms that have been booked and the location. If
families prefer to camp or stay in a different hotel, or with friends they
are responsible for making their own arrangements and informing the
manager of their plans. You also need to know which players are in
rooms together with what parents.
The AVA has an excellent listing of hotels with some good rates. Some
of the hotels carry incentives to book 15 rooms and get one free. You
may want to contact the managers of the opposite gender to see about
getting a large block booking to get a free room for the coaches.
Please view the following page for information under accommodation:
http://www.albertavolleyball.com/content/general-info
One of the problems with early booking is that you often do not know
the venue of the event until the draw comes out which is only one
week before the tournament. For Calgary someone could book central
Calgary to be between the venues.
Reimbursement/Deposits of Fees:
Our Treasurer – Al Fillis is requesting that everyone submit their
deposits and cheque requisitions together and only for one tournament
at a time. Please do not combine tournaments as this makes it
challenging for Al to manage. The deposit and requisition forms are
available on the club website.
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TRAVEL TO THE USA
Although it is not common, a few EKVC teams have travelled to
Idaho/Washington to play in a tournament. Each child travelling must
have ID, preferably a passport. A birth certificate is also acceptable for
age 16 and under. Adults require a passport for crossing the US
border. If a player is travelling with someone other than his/her
parent, they must have a signed letter from all guardians giving
permission for travel. Also photocopy your driver's license that shows
your name and signature. (If parents are separated or divorced, there
has to be a letter from both parents). If a player is traveling with one
parent only, they need a letter from the non-custodial parent
permitting this, whether the parents are married or not. There should
also be a contact phone number in case Customs officials are randomly
calling to check validity of travel (this does happen).
Remind players to bring an extra shirt at the end of their last game of
the season. The coach/manager will then collect jerseys after the
game.
Contact the equipment manager to return your balls, uniforms and
first aid kit within 2 weeks of your last tournament.
Thank you!
Contact with further questions:
Erna Jensen-Shill –
Manager Mentor
jensenshill@telus.net
250.427.9360
Stacey Johnstone –
Club Administrator
rs.johnstone@telus.net
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