Managers Corner 2009/10

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General Topics

How do I...?

Where do I find...?

Forms, Samples

General Topics

Some commonly used acronyms

Sharing Manager duties

Although each team must have a Head Manager, we suggest that the managerial responsibilities be shared by several team parents.

Some possible divisions of labour

Some duties that could be on a rotational basis

Costs

Timekeepers

The 2008/09 hourly rates for games at Nepean arenas (Sportsplex, Bell, Merivale and Walter Baker) are:

For games at other arenas, timekeepers are paid an additional $5.00 travel allowance.
Timekeeper Assigner Fee - $2.00 per game.

Take to the rink

Listed below are things you should take to ALL your team's ice times.

Important Dates

** Competitive teams only

Bingo Credits

Those who work NGHA Bingos can use their credits for team fees.  The person working the Bingo contacts the Bingo Coordinator to tell him/her the amount to be credited and to whom the cheque is to be made payable.  The Bingo Coordinator contacts the NGHA Treasurer and arranges to have the cheque issued.  Once the cheque is ready, the NGHA Treasurer notifies the person who worked the Bingo that the cheque is ready for pick up.  That person then picks up the cheque and gives it to the team Manager.

Team Officials/Volunteers

All teams must have a certified Coach and a certified Trainer in attendance at all team activities.
Only Team Officials (those who will be on the ice or the bench) need to be registered with the OWHA.
The NGHA will pay the OWHA registration fee and insurance for the equivalent of 5 Team Officials per team.  The team must pay the applicable fees for all others.
Team Officials who are registered on a different OWHA affiliated team, either as a player or as a Team Official, must obtain a Proof of Insurance form from that team/association.
The appointment of all Team Officials must be approved by the NGHA Program Committee
All Team Officials and Volunteers must consent to a Police Record Check (PRC) at least every 2 years and attend/have attended a Speak Out Session.
PRC consent forms must be submitted to the NGHA Secretary prior to game play.
A copy of or a Letter of Intent for Speak Out must be submitted to the NGHA Secretary prior to game play.
A copy of or a Letter of Intent for Coach Certification and Trainer Certification must be submitted to the NGHA Registrar prior to game play.
A list of all those for whom the NGHA has proof of  Coach Certification, Trainer Certification, a valid PRC or Speak Out is posted on the NGHA website.

Practice Ice and Ice Management

Please refer to the NGHA Policy Manual, Section 13 for practice ice allocation policies and procedures.
The practice ice will be posted in the NGHA website as it is allocated. Please note that the timing of the early season practice ice allocation and just before playoffs is dependant on the receipt of ODWHA and MOGHL schedules. As we usually do not receive them until just before the start of the regular or playoff season, practice ice during these times will be allocated a few days at a time. Teams must be prepared to go on the ice at 24 hours notice.

Teams manage their ice times and off ice activities using the online NGHA Ice Management System (IMS).  Each team must appoint an Ice Contact.  This person then contacts the NGHA Ice Director to receive their username and password for access to the IMS. 

The IMS allows teams to:
- Submit the team’s blackout dates to the Ice Director for approval/denial
- View/update the team’s schedule
- Edit the usage of the ice time – eg. change practice to exhibition game
- Request to turn back the ice time that the team cannot use to the NGHA - the Ice Director will approve or deny the request
- Post postponed and/or rescheduled league games
- Add non-NGHA allocated ice times and/or activities to the team’s schedule (e.g. Off ice training, tournament games, exhibition games on away ice)
- Trade ice times with other NGHA teams
- Claim ice times that have been indicated as available by the Ice Director
- Request the Ice Director’s help to find additional ice given a specific date or date range
- View the team’s ice invoice(s)
All of the above functions must be done using the IMS.  Contact the Ice Director directly only for urgent matters.
Team Ice Contacts will be expected to log in and check for messages from the Ice Director and other teams every day or so.

NOTE: You must use the latest full version of Internet Explorer when accessing the IMS, not a test/Beta version or any other web browser (e.g Netscape).

Game responsibilities - all games

Your team must have a certified Coach and Trainer on the bench at all your games.  His/her trainer certification number must be on the game sheet.
Fill in your section of the game sheet.
Lock the dressing room during the game.  Be prepared to leave your car keys with the arena staff when you get the dressing room key.
At the end of the game, check that all of the information on the game sheet is properly recorded, that you get your copy of the game sheet and that the opposing team gets their copy.
Ensure that the dressing room is left clean and no articles are left behind.
Handle any suspensions.

League game costs and responsibilities

All costs associated with league games are covered by NGHA registration fees.
The referees and timekeeper for the game will have been arranged by the league (ODWHA or MOGHL) and the NGHA, respectively.

Home Games

You must provide the game sheet for home games. It is your responsibility to see that the game sheet is completely filled in, except for the VISITOR section, with the appropriate signatures, game # and team OWHA #, Arena infor, in plenty of time to give the opposing team the opportunity to fill in their roster before game time.   You must also ensure that the game sheet is ready for the timekeeper at least 5 minutes before game time.
About 15 minutes before the game is to start, check that the referees and the timekeeper are there. If the referees have not arrived (they may be on the ice referring a game in progress!), phone the Referee-in-Chief Emergency Assigning Number; he will call you back ASAP. If the timekeeper has not arrived, arrange for a parent to do the timekeeping duties, giving him/her the copy of the Timekeeper Instructions that you carry with you to all games.  Report the lack of an assigned timekeeper to the NGHA Timekeeper assigner after the game.
Ensure that there is an adult in the penalty box to open and close the doors and relay information between the referee and the timekeeper.
Report the game results as required.

Away Games

Fill in the VISITOR side of the game sheet, supplied by the opposing team, with the appropriate player and team staff information and signatures.

Exhibition game costs and responsibilities

All costs incurred for exhibition games must be paid by the teams.
If you are arranging an exhibition game with a team that is not sanctioned by the OWHA (e.g.. a boy’s or out of province team), you must get OWHA approval by submitting an OWHA Request for Sanction form.  The approval can sometimes take some time, so be sure to apply well in advance.
It is the two teams' responsibility to arrange for the referees and timekeeper at an exhibition game and to pay them in cash at the end of the game.
Teams generally share the responsibilities and cost of an exhibition game (i.e. ice, referees, timekeeper).  As a general practice, the home team will provide the game sheet and arrange for the referees and timekeeper.

Tournament costs and responsibilities

Normally all costs associated with tournaments are covered by the tournament entry fee.
If you are entering a tournament that is not sanctioned by the OWHA (e.g.. a boy’s or out of province team), you must get OWHA approval by submitting an OWHA Request for Sanction form.  The approval can sometimes take some time, so be sure to apply well in advance.
Book hotel rooms for the team if the tournament is out of town. Note that is NGHA policy that the team pay for hotel accommodation for non-parent coach(es) for out of town tournaments.
Ensure that all team members have hotel and arena directions, the tournament schedule, tournament rules etc.
Distribute any tournament programs, mementos etc to the team members.

Playdown game costs and responsibilities

All costs incurred for playdown games must be paid by the teams. As a general practice, costs for a particular game are paid by the home team.
It is the two teams' responsibility to arrange for the referees and timekeepers for regional play down games and to pay them in cash at the end of each game.
Report the game score and give the white copy of the game sheet to the OWHA Regional Director

How Do I...?

How do I prepare a team budget?

The team budget is based on the team plan. For more details on team finances, see the NGHA Policy Manual, Sections 9, 10 and 11.

How do I determine a team fee payment schedule?

Player team fee payments must be paid in full by December 31st.  Since a large proportion of team expenses must be paid early in the season, the following payment schedule is suggested:

If you have any difficulty collecting the team fees, contact your NGHA Convenor immediately.

Note that for the 2008/2009 a portion of the team fee payment was remitted along with the registration fees, so Tax Fitness Credit receipts can be issued for 2008.  All teams will receive funds from the NGHA to cover the extra amount collected.  Amounts differ between House League and Competitive due to offsetting developmental rebates/surcharges.  Contact your level Convenor for more information on this topic.

How do I arrange and conduct a team parents meeting?

Once a team’s roster is set, each team must have a parents meeting to approve the team’s plan and budget.
Your NGHA Convenor should also be present.
The responsibility and conduct of the meeting will be shared between the coach and the manager.

Before the meeting

Set a date, time and location that is suitable for the coach, the manager, the parents and your NGHA Convenor. This would usually, although not necessarily, be before, during or following a scheduled team ice time.
Prepare a proposed team plan and budget (refer to the NGHA Policy Manual, Sections 9, 10 and 11 for policies regarding Team Finances, Fundraising and Sponsorships).
Submit the proposed team plan and budget to your NGHA Convenor for approval.

At the meeting

Present the proposed team plan and budget for discussion and the parents' approval.
Ask for volunteers for team staff and to divide up the team manager’s duties.
Collect contact and medical information for each player.
Find out if any team staff are registered on another Hockey Canada insured team.
Make arrangements to open the team bank account and collect team fee payments.

How do I get the team jerseys and socks?

The dates, times and locations for the pick up and return of team jerseys (2 sets) and the pick up of team socks (1 set) will be posted on the home page of our website.  If you want to pick up your team sweaters before the published dates, contact the NGHA Equipment Director to make special arrangements. You cannot pick up your jerseys and socks without submitting a deposit.  This deposit may be postdated to December 1st and if a personal cheque is used it can then be replaced once the team account has been set up.
A team will receive its deposit back only when all sweaters are returned clean, on hangers and have all name and sponsor tags removed.

How do I claim reimbursement for Trainer and/or Coach certification or Speak Out! attendance?

Fill in the appropriate Certification Reimbursement Claim form.
Submit the completed form, a copy of the receipt and a copy of the certification or proof of Speak Out! attendance as indicated on the form. The deadline for submission is December 31st.
 

How do I submit a PRC consent form?

Download a blank form from the NGHA website.
Fill in the form and submit it (it must be the original), along with required identification, to the NGHA Secretary.
The individual will receive the results of the PRC.  These results must also be submitted to the NGHA Secretary.

How do I register the team with the OWHA and the League?

The NGHA Registrar will register all teams with the OWHA, ODWHA and MOGHL on behalf of your team.

How do I change a team's roster?

Rules for Players

Players may be added to a team until December 31st.
For league play, a player must play a minimum of five (5) regular season games with the team on which they are considered registered in order to be eligible for the playoffs. Goalies are the exception to the rule and will be reviewed and approved by the Executive Board on an individual basis.
For Tournament, Exhibition, Playdowns and Provincial Championships, up to two(2) players may be added to a team's roster after December 1st and before January 1st.  These players will be eligible for tournament play, league play, Regional Playdowns and Provincial Championships. Players added to a team roster after January 1st will be eligible for tournament and exhibition play but NOT for Regional Playdowns or Provincial Championships.

Rules for Team Staff

Team staff may be added at any time.

Procedure

The OWHA Participant Change of Information (PCI) is used to add, delete or update a participant on a registered team.  The original, along with appropriate payment and documentation (eg. Release form, POA, POI)  must be in the hands of the OWHA before an added player or team staff may participant in any team activities.

1. Notify the NGHA Registrar that you wish to add/delete/update a team participant.  He/she will inform you as to what payment and documentation is required.
2. Fill in both pages of the PCI and get it signed by the participant.
3. Mail the completed form, along with required documentation and payment, to the OWHA.
4. Fax/deliver a copy of the form to:
    NGHA registrar
    ODWHA or MOGHL Registrar

If the January 1st deadline is approaching, fax the forms to the OWHA indicating that the originals and appropriate payment are to follow.

How do I enter the team roster into LeagueGM?

How do I enter the team roster into Goalline?

Team reps must upload their team players' names, numbers and DOB into the Goalline system. At the Mandatory Meetings teams reps were provided a user name and passwords to Login and an instruction sheet on how to input this information. Please note that your players' names have to inputted prior to the teams' first game.

How do I get a team website?

The NGHA has webspace available for teams.  Contact the NGHA Webmaster and he/she will set it up for you.  Note that the team must manage their own site so you will need someone with the ability to set up and maintain the site.
Some players have requested their names/photos NOT be published.  Contact your Convenor for a list of players on your team who have signed the NGHA waiver, indicating they do not consent to publish this information.

How do I arrange an exhibition game?

Contact the team with whom you want to arrange a game, suggesting possible ice times.
If you are arranging an exhibition game with a team that is not sanctioned by the OWHA (e.g.. a boy’s or out of province team), you must first get OWHA approval by submitting an OWHA Request for Sanction form.
Schedule referees and a timekeeper for the game.
Determine the costs for the referees and timekeeper and get the appropriate amount of cash to pay them at the end of the game.

How do I enter a tournament?

A list of OWHA sanctioned tournaments is posted on the OWHA webstite. Association web sites are another good source for potential tournaments. Be sure to get your tournament applications in early, some of them fill up very quickly.
If you are entering a tournament that is not sanctioned by the OWHA (e.g.. a boy’s or out of province tournament), you must get OWHA approval by submitting an OWHA Request for Sanction form. 

How do I arrange playdown game(s)?

The OWHA Regional Director, will determine which teams require playdowns for the Provincial Championships.  You will be notified by either him/her or your NGHA Convenor as to your status.
Once the playdown game format has been decided (see OWHA Handbook, RULE THREE (B)), contact the NGHA Ice Director. He/she will give you some possible ice times for the game(s).
Contact the team you will be playing and come to an agreement on ice times, both home and away.
Notify the OWHA Regional Director of the agreed upon ice times.
For home games, schedule referees and a timekeeper, and take a game sheet and the appropriate amount of cash to pay the referees and timekeeper at the end of the game.

How do I get the team and player OWHA numbers?

Your team OWHA number is on your team OWHA and ODWHA team registration forms.  Player OWHA numbers are no longer in use by the OWHA and so are not required.

How do I pick up players?

Any time you pick up a player for a game you need to complete an OWHA Pickup-Up Consent Form.  There are two different forms, one for Tournaments and one for non-Tournament games.  The team that the player belongs to completes the form and signs it.  They then give it to the team that the player will be playing with and an official from that team (manager or coach) signs the form as well.  Keep a copy of the fully approved form. For league and exhibition games attach the original to the game sheet.  For tournament games submit the form when you arrive for your tournament game. Also mark "AP" beside the players name on the game sheet.
A team may use a maximum of three (3) pickup players from a lower category to bring the total team strength to fifteen (15) but not to exceed the number of registered players (including goalies) on the team. Note that for tournaments, the pickup player may only participate with one team during the tournament.
Keep track of who gets picked up.  While there are no limits on the number of times a player can be picked up for exhibition or tournament games, there is a limit of 5 games for the purposes of league play (including playoffs).  If a player exceeds 5 games they can no longer play for the team they were originally on.
While league rules permit affiliation of players across Association boundaries, NGHA does not.  We want NGHA teams who need to affiliate players to pull from within NGHA to give our players development opportunities.  This NGHA rule applies both ways....we would not let one of our players be picked up for a game by another Association (Kanata, Cornwall, etc...).  While it is possible NGHA would make an exception once in a while - a goalie situation with extenuating circumstances for example, ANY cross-Association affiliations (even for an exhibition game) require your Convenor's approval in advance.

Note that pickup players are not allowed for Regional Playdowns and Provincial Championships.

How do I schedule referees and timekeepers for an exhibition or playdown game?

Referees: Submit an Exhibition Request for Referees form - see form for instructions
Timekeeper: Contact NGHA Timekeeper Assignor

How do I fill in a game sheet?

Print all information.
The home team provides the game sheet and fills in the game information.  Be sure to fill in ALL of the game information, including game number (for league games this is the number on the ODWHA or MOGHL league schedule) and division.  It is a good idea to fill in as much as you can on the game sheet before arriving at the arena.
It is mandatory to fill in the centre section including your OWHA team number. Failure to do so could result in a fine.
Print the players' jersey numbers and names on the HOME or VISITOR side of the game sheet. Pre-printed labels of the players will both save time and make things easier for league statisticians.  Note that you must then put 3 labels on the game sheet, one on each copy.
Indicate all affiliate players by putting "(AP)" beside their names.
Indicate all goalies by putting "(G)" beside their names.
Put "suspended _ of _"  beside any suspended player or bench staff.
Print the bench staff names on the HOME or VISITOR side of the game sheet.  Put the trainer's certification number beside his/her name and the coach's certification number beside his/her name.
For competitive teams, have all the players sign the game sheet.  If using labels, ensure that the names and signatures line up reasonably well.
For house league teams, only the team staff needs to sign the game sheet.
Be sure to cross off the names of any players or bench staff who are not present.

How do I report league game results?

Game scores must be reported by the home team within 24 hours of the game.
The white copy of the game sheet (with appropriate Pickup Consent form attached)  must be mailed, by the home team, to the Statistician and received within 5 business days of the game.  The only exception is if a major penalty or suspension was accessed during the game.  In that case, give the white copy and a stamped envelope addressed to the League Discipline Director to the referee.  He/she will write the report and put the game sheet in the mail.

HL Teams

Login to LeagueGM
Go to your division, click on your team, then on the folder called "Team Schedule"
Click on the blue box with an "i" ( ) in it. This will bring up the game.
Follow the "Click here to report the game score" to enter the game score
At the bottom of the screen there is "team name - add individual scoring points" for both teams to enter the individual player stats. Any errors will be corrected by the statistician once he/she receives the game sheet.

Login to the Goalline system and enter the game score, goals, assists and penalties.

How do I cancel a league game?

Although rare, situations can occur where a game must be cancelled at the last minute due to circumstances beyond a team's control such as inclement weather, loss of ice time, power failure, etc. The following procedures should be followed.

1. The other team's coach or manager must be notified as soon as possible.
2. The home team must notify the Referee Assignor a minimum of two hours prior to game time.
3. The coach or manager of the team canceling/postponing the game is to notify the Division Statistician within 24 hours.
4. Cancelled/postponed games must be rescheduled within 10 days. It is recommended that they be played within 30 days of the event, or no later than the last scheduled league game depending on when the situation occurred. Under these circumstances, the home team is expected to provide alternate ice times to reschedule the game. Alternatively the visiting team can provide alternate dates. If the teams cannot agree on a reschedule date, the Division Director/Convenor should be advised of the situation, and has the authority to bind the two teams to a reasonable date and location.

If your team is the home team, you must also immediately notify the NGHA Timekeeper Assigner, the NGHA Ice Director and your NGHA Convener.

How do I reschedule a league game?

League games may need to be rescheduled for a variety of reasons: e.g. one of the teams is in a tournament the same day the game is scheduled or the game was cancelled due to inclement weather.  You can not reschedule a game solely because you will be missing some players.  Under those circumstances, use affiliate/pick-up players.

Competitive Teams - See ODWHA website - Division/League Info --> General Info --> Rescheduled Games

In addition to the procedure laid out by the ODWHA and MOGHL, Nepean teams must use the IMS to first postpone the game and, once determined, to enter the rescheduled game details.
Do not wait until the end of the season to reschedule postponed or cancelled games. 
If it is a home game that needs to be rescheduled, find the ice time for it. Use a full ice practice that has already been allocated to your team, attempt to buy or trade ice times with another NGHA team or contact, via the IMS, the NGHA Ice Director to help you find a full sheet of ice on which you can play the game.

See the NGHA Policy Manual, Section 13 for procedure and policy details in cases where your team cannot use the original ice time assigned for the game.

How do I handle suspensions?

* for HL Teams - Charles Chamberlain, for Competitive Teams - Val Conyers

All suspensions must be reported within 24 hours to:
1. OWHA Regional Director
2. NGHA Director/Convenor
3. for HL Teams - use the "Report a Major Penalty or Suspension" form on the MOGHL website
for Competitive Teams - ODWHA Discipline - Val Conyers

Minimum suspensions and any suspension of seven(7) games or less may not be appealed to the OWHA.  See the OWHA Handbook, RULE SIX for appeal procedures.
It is the responsibility of the manager and/or coach to ensure that his/her players and/or team staff sit out their suspension.
While serving the suspension, put "suspended _ of _"  beside the player's or team staff's name on the game sheet.
Send copies of game sheets confirming suspensions have been served to the OWHA Regional Director and to the League Discipline Director (ODWHA - Val Conyers, MOGHL - Charles Chamberlain).

How do I post a team congratulations on the NGHA website?

From the Forms page on the NGHA website, select 'Post Team Congratulations'. Fill in the form and click on the SUBMIT button.  The information will be posted on the Congratulations section of the home page.

NGHA Contact Information

Other NGHA contact information is on the Contacts page of the website.