Central Penn Panthers Guide for Team Managers
Hello, and thank you for volunteering to be a Team Manager this season. You are integral to our team, having the season run smoothly for our players and organization.
This guide is a resource that outlines the principal duties of the Team Manager role. The Team Manager communicates with coaches, parents, and the organizational principles.
The Team Manager’s main objective is to handle the administrative aspects of running the team, which allows the coaching staff more time to focus on coaching.
The communication objectives of this role are:
- Deliver clear and concise information
- Provide critical information such as practice and game schedules and establish a procedure for ‘late-breaking’ information such as cancellations
- Provide consistent messages and communication to the team
- Reach out to the rest of the team’s parents, asking for assistance when needed
Parent Meeting
Once a team is selected, the Head Coach and Team Manager will schedule a parent meeting. At the parent/team meeting, it should be an open dialog of expectations/goals for the season reviewed, and the above topics discussed.
Steps to Becoming a Team Manager
USA Hockey mandates specific requirements before becoming a Team Manager. All Team Managers must complete the requirements before the start of the season. Central Penn’s Organizational Manager (Rebecca Sipe) will clarify these requirements if you have any questions.
The following is required to register as a Team Manager with CPP:
- USA Hockey Volunteer Registration
- SafeSport Training
- USA Hockey Background Screening
Team Manager Responsibilities
Communication
The organization will provide the contact information of each signed player to your team’s Head Coach and Team Manager. The club will provide the primary parental/guardian contact information (phone numbers, emails, etc.) provided by the player’s family.
A team management app such as TeamSnap is (highly) recommended to maintain team communication with parents.
(For example, last-minute schedule changes, communication when traveling out of town, etc.)
24-hour Rule
Parents should only directly approach a coach with a complaint after first waiting 24 hours from the incident; this allows a “cooling off” period during which the complaint may resolve itself. If immediate conversation is needed, this should happen with the Team Manager. If the Team Manager feels they should discuss it with the coach within 24 hours, they should do so.
After 24 hours, if the parent would like to address the issue with the coach, they should.
Parents who believe their concern (on-ice or team-related) has not been satisfied can address the issue further with the Organizational Manager.
Additional Duties
Scorekeeper
The Team Manager will seek help for gameday operations. If parents are unwilling to volunteer with Gameday operations, you can assign families a rotation of duties for each home game.
Scoreboard/Clock/Penalty Box/Music
Central Penn parents are responsible for fulfilling these duties at all home games. The Team Manager should select a parent(s) willing to assist with this for each home game.
An announcer is an optional duty. The announcer announces the goals (number, name of the goal scorer, and any associated assists), penalties (number, name, infraction), and the final minute of a period. It is excellent when we have an announcer, but it is indeed an optional duty.
These duties all contribute to a fun, positive experience for our players. However, some people have physical limitations and cannot perform certain functions, so they must also
be a consideration.
Photographer
The Team Manager can assist in finding a team photographer. Each year, the club tries to get a variety of photos in each uniform for each age group. The club uses these images on the website and
social media.
Social Media
USA Hockey recognizes that social media, mobile, and other electronic communications can be especially concerning where minor participants are involved.
The Team Manager will help monitor the social media activity of team members for offensiveness.
Scheduling
Practice and game schedules can change with limited advance notice. If needed, please remind parents often of the weekly/daily schedule. If you use a team management app like TeamSnap, reminders can be set and encouraged. The player or parent is also encouraged to respond to the player’s availability.
The club makes some schedule changes (additions, cancellations), and the Head Coach or Team Manager makes others; these changes must be distributed to the team as quickly as possible.
The Team Manager should confirm out-of-town games with the hosting team. Your game should be on as scheduled (unless notified otherwise). It may be helpful to send families directions or information on particular circumstances, out-of-town travel, and arenas.
Weather cancellation policy
Coaches and Team Managers do not have the discretion to cancel games. The DVHL has “zone” directors responsible for reporting their area’s current and projected weather conditions. The DVHL will call on cancelations and postponements; they contact the Club Scheduler, who will contact the Team Manager and Head Coach. If you do not hear from the scheduler, the game(s) will be played as scheduled.
Team Managers should communicate any schedule changes to their team once they are aware of those decisions.
Parents/guardians ultimately decide whether their player will attend an out-of-town hockey event.
CPP coaches can cancel practices at their discretion but must notify the Team Manager and Wil. Wil will inform the rink staff.
Additional Duties/Optional items
Roster card—Pocket-sized cards (that are or can be laminated) are handy and may include a player’s information: jersey number, name, and position.
Central Penn Panthers Guide for Team Managers
Volunteers
Locker Room Monitor
Following USA Hockey, we require a voluntary adult(s) or coach(es) (someone who has completed USA Hockey requirements, including background check and SafeSport) to monitor the locker room by being within the vicinity/outside the door when players are in the locker room and regularly checking on the activity within the locker room.
The locker room monitor also ensures that (locker room) keys are obtained and kept guarded (if available) and that the locker room is secured when players are on the ice. Please refer to the USA Hockey SafeSport Program Handbook on the USA Hockey website.
Team Managers will designate a locker room monitor for ALL games until the coaches are present in the locker room.
There may be other tasks that a Team Manager may call on parents for assistance with throughout the season.
Equipment
Remind parents what uniforms their players should wear each game. Gameday uniforms should always match the club uniform protocol. Each team selects its game uniform kits to wear in games.
USA Hockey recommends that players provide and use their (own) water bottles for health reasons.
- Each team may have an individual dress code for game day. Team coaches and Team Managers typically communicate the dress code to their team.
Tournaments
Team Managers usually check the team during tournaments.
It is a good idea to bring a Team binder—with consent to treat forms, roster link(s), and a team photo if requested—and any team-related materials that may be needed or requested.
The tournament host/directors may request a team photo and/or logo for the tournament book/program.
HOTELS
The Team Manager should arrange hotel room blocks.
The Team Manager shall distribute this information so that each family can call to reserve their room. Note: the host tournament director occasionally makes reservations for the visiting teams; in this case, the Team Manager will collect each family’s information as the central point of contact to communicate with the host.
Spirit items for tournament time
Treat bags, door signs, posters, banners, and signs for the spectators are all acceptable. Noise-makers and cowbells are prohibited at ALL DVHL events.
Again, thank you for considering and taking on this special role with your team.
Quick Start Guide – Scoring a Game on iPad
The GameSheet Scoring app replaces the traditional paper scoresheet but follows a similar workflow. Like the paper scoresheet, the iPad moves from coach to coach as each team’s coach reviews their lineup. Then, the iPad is taken into the scorekeeper’s booth, where it is used to score the game. At the end of the game, the iPad is given to the coaches and referees for their post-game review and sign-off. Once the coaches and referees have signed the GameSheet, it is uploaded to the league’s portal.
USA Hockey Concussion Management Protocol
The USA Hockey Concussion Management Protocol and most state statutes require that an athlete be removed from any training, practice or game if they exhibit any signs, symptoms or behaviors consistent with a concussion or are suspected of sustaining a concussion. The player should not return to physical activity until he or she has been evaluated by a qualified medical provider who has provided written clearance to return to sports. This form is to be used after an athlete has been removed from athletic activity due to a suspected concussion and must be signed by their medical provider in order to return without restriction to training, practice or competition.