Travel Team Resources

MYS Travel Team Administrator Handbook

Thank you for helping the club and your team by volunteering to be the team administrator for a McLean Youth Soccer travel team. The MYS staff is here to support your efforts. Please become familiar with the various staff members and never hesitate to ask a question and get clarification or information about ANY situation or question. The youth soccer world is increasingly complex, and the club strives to provide constant assistance and support for the teams and members.

GETTING STARTED:

• Your coach will need to fill out the Volunteer response form sent to them by the Director of Operations. Check with your coach to make sure that step has been done so the Director of Operations can start communicating with you about preparing your team for the season.
• Familiarize yourself with some important websites including mcleansoccer.org, vysa.com, other league websites as applicable.

REGISTRATION:

The travel team administrator works with the team and other organizations to provide support for the various levels of registration required of a travel soccer team:

State or National Associations (VYSA/USYS or US Club Soccer)

Work with the MYS Director of Operations (NCSL, Pre-ECNL, ECNL R).
Familiarize yourself with vysa.com or totalglobalsports.com registration system.
Print out team's official roster and player passes.
Work with Director of Operations to add, transfer, and release players as requested.

League Registration (NCSL, Pre-ECNL, ECNL R)

Club Rep handles team registration with the league.
Club Rep will communicate with team admin about league registration.
Team Admin may be required to attend pre-season meetings as required by leagues.

Club Registration (MYS)

In the Fall and Spring Seasons, individual players must directly register through www.mcleansoccer.org and the PlayMetrics registration system.
Team Admin can confirm individual player registration on the team roster in the PlayMetrics app.

TEAM ADMINISTRATOR - PRIMARY RESPONSIBILITIES

The Travel Team Administrator's primary roles and responsibilities are:

• Liaison for the team (i.e. between coach and team, between team and club rep for the league, etc).
• Representative of the club and of the team to outside parties (i.e. opponents).
• COMMUNICATE and DELEGATE

COMMUNICATE

The team admin is the primary contact for the team with regard to communications with the team and its opponents throughout the season. Examples of such communication include:

• Weekly team communications through email or app including weekly email with upcoming schedule, and last minute communications.
• Provide support to club, team and coach (i.e. when requested, relay club information to players, etc.).
• Game day responsibilities (if not delegated to another volunteer- see below for specifics).

DELEGATE - - OTHER TEAM VOLUNTEERS

Managing the various activities for a travel soccer team can be complex depending on the age and competition level of the team. It is highly recommended that a team administrator work with the team coaching staff to identify the needs of the team, and assist in identifying parent volunteers to delegate some of these needs.

Examples of travel parent volunteers:

• Treasurer - Develop and implement a budget for the team. Work with MYS finance team to gain access to the team account, send communication about collecting player team fees (extra team expenses that are not covered by MYS club fees that are collected with the payment portal), and handle reimbursements and payment for team expenses. The treasurer is responsible for reporting a summary of the age group's financials at the seasonal parent meetings. This is a year-long position. *REQUIRED position for each team.
• Uniform Coordinator - This volunteer provides a spreadsheet to the club with roster details for the team. They help to assign individual jersey numbers (at the direction of the coach), and work with the Director of Operations to have personalized emails sent by soccer.com to each family.
• Tournament Coordinator - Work with the coach, team admin and team treasurer to register for and handle prep work for teams' participation in tournaments. Specific responsibilities include, but are not limited to tournament application, registration, online or on-site check in, organizing hotel/accommodations, and coordinate team dinner if desired. This is an on and off volunteer position throughout the year.
• Social Media/Communications Admin - Submit news of teams' and players successes to MYS at marketing@mcleansoccer.org. Any and all shutterbugs are encouraged to take pictures of the teams during games and "team" shots at tournaments and games.
• Social Committee Coordinator - Each team should have a representative to serve on this committee, but the more the merrier and the lighter the work. The committee will plan a player/family social function or party each season, as well as, at least one parent only social function. A budget should be submitted to the Treasurer to ensure there are funds to cover costs (this prevents the repeated requests for $5 to $10). The committee will solicit additional volunteers, as needed to host and/or bring things to the parties.
• Game Day Supplies Coordinator - This volunteer will initially put together a first aid kit for the team (to be reimbursed from team funds) and bring it to and from each game. Throughout the season the First Aider will replenish the kit as needed. The team may also order a portable bench and/or tent for the team (to be reimbursed from team funds)to be used at games.  Check with the team's previous team admin and/or the coach to determine what supplies are available to be passed down each season.

WHAT A TEAM ADMINISTRATOR DOES NOT DO

• Team administrators should not communicate directly with the county, the league, or state association unless directed by the club representative.
• Team administrators do not make roster decisions or playing time decisions.
• Team administrators do not coach players on the sidelines.
• Team administrators do not take action without the head coach's direction or approval.

POLICIES and PROCEDURES

McLean Youth Soccer has implemented a number of important policies and procedures to support our members and to continually strive to provide the best environment for the development of our athletes.

All members should regularly review the policies.

GAME DAY PREPARATIONS

• Contact opponents (if required by league) to confirm directions and uniform colors.
• Communicate game day instructions to team (i.e. field directions, uniform colors, field changes, etc.).
• Bring Team binder to game - official roster, communication roster, player passes, sideline passes, medical release forms, codes of conduct.
• Bring additional jerseys, shinguards, as needed.
• Cautions and Ejections - Sit Out Cards - it is the administrator's or game day manager's responsibility to keep track of cautions and ejections received by the team throughout the season. These should be submitted to the club through the game day score report form.
• For home games, please be sure to arrive at least 30 minutes before the scheduled game time and ensure that the field is lined, flags are in place, and goals are anchored. If there are any issues, please text MYS Fields at 703-932-4190.