| 1 |
TRAVEL PHILOSOPHY | ||
| The
objective of Travel Soccer is to provide a higher level of sportsmanship, skill development, tactical play and competition for those boys who are capable of competing at this level. |
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| 2 |
ELECTING A TRAVEL DIVISION SUPERVISOR | ||
| The
WHYSA President shall nominate a person for the position of Travel Division Supervisor at the WHYSA election meeting, where he/she will be elected by the voting members. |
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| 3 |
DUTIES OF THE TRAVEL DIVISION SUPERVISOR | ||
| • • • • • • • • • |
Create
new competitive U9 teams each year, and facilitate the creation and maintenance of new or existing competitive teams at older age level up to U19. Select and nominate for approval by WHYSA, head coaches and assistant coaches for new teams or as replacements on existing teams. Select and nominate for approval by WHYSA, managers for new teams or as replacements on existing teams. Assure that all teams abide by the rules of the Travel Division, WHYSA and CJSA. Arrange and moderate Travel Division meetings at least twice a year and on an as-needed basis. Preside over tryouts and oversee all policies or procedures that may affect them. Informing teams of all new rules and Travel programs. Mediate problems that develop between their coaches and parents. Maintain the Travel Division checking account. |
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| 4 |
DUTIES OF THE TEAM MANAGER | ||
| • • |
When
it first becomes available, provide the North Central District Registrar with an emailed copy of the team’s roster. Thereafter, assure that the North Central District Registrar has in his/her direct possession the following items: |
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| → → → → → |
Three
(3) copies of the team’s roster containing a complete list of players and coaches, All manager passes (signed and with pictures securely glued on), A copy of the birth certificate, signed by Travel Division Supervisor, of each new player on the team. The Travel Division Supervisor must receive and review the original birth certificate before passing on the signed copy, Player passes for each returning player, A properly completed CJSA disclosure form, valid for 3 years, for each of the team's coaches and managers. |
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| • | No
later than one week before either the first game of the season or
the season's Connecticut Cup entry deadline date, whichever comes first, assure that the Travel Division Supervisor has in his/her possession the following items: |
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| → → → → |
Completed
Medical Release Form for each player, An original birth certificate and one (1) copy of it for each new player on the team, A properly completed CJSA disclosure form, valid for 3 years, for each of the team’s coaches and managers, One (1) copy of the team’s roster (if a copy of the team’s roster is not delivered to the Travel Division Supervisor, the District Registrar will not release the roster and passes). |
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| • • • • • • • • • |
Assure
that when the District Registrar certifies passes, they are then laminated and returned to the team before the first season game. Passes are good for the fall and spring seasons. Attend the Scheduling Meeting for the fall and spring season to plan games schedule and, prior to those meetings, check with their respective coaches for possiblescheduling conflicts. Collect any Dues/Fees (which will be determined by the Travel Division Supervisor) from player’s parents and deliver them to the Travel Division Supervisor for deposit in the Travel Division checking account. Each Classic Team Manager must open a separate checking account for their team and all referee, tournament and coaching fees should be paid out of that account. A check written on this account should be sent to The Travel Division Supervisor for all other Dues/Fees. Distribute the budget provided by the Travel Division Supervisor to the the parents of every team member the first week of practice. Collect the uniform sizes of all new players, complete the order form provided by the Travel Division Supervisor and return it to the Supervisor by the designated cutoff date. Upon receipt of the new uniforms, promptly distribute them to all new players. Request from Travel Division Supervisor any needed equipment: for example, flags, balls, first aid kit, pennies and cones. (The Travel Division Supervisor will process all order and notify team managers as soon as their order is received). Maintain phone contact with all the members of their team for: practice times, fields, game. (Team managers may wish to develop a phone tree). Address parent’s complaints/disputes that are not handled by the team's coach. Team managers must report to the Travel Division Supervisor for disposition any complaints/disputes that they and their coaches cannot resolve. Make sure that the team bag is brought to every game. The team bag should contain the following: |
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| → → → → → → → → |
A
first aid kit, The player passes, A game ball, A ball pump, Ice packs, A towel, A binder containing the team’s roster, player’s contact list, parental waiver, and consent forms, Copies of the player’s birth certificates, team schedule and the CJSA handbook. |
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| • • • • • • • • |
Be
responsible for the application to tournaments, the payment of all associated fees and acquiring travel permissions from parents for any tournament their team decides to participate in and inform the Travel Division Supervisor once the decision to participate in a tournament is made. Follow Games Fields Assignment procedure. Verify with the parents of each player whether or not their son is double rostered and convey all such occurrences to the Travel Division Supervisor so as to avoid the possibility of parents having to pay double for registration. Prior to registering a team for spring or fall, provide the Travel Division Supervisor with a team roster and a registration deposit for every player listed. At the start of each season, pay to the Travel Division Supervisor all necessary fees, other then coaching and referee fees. Using these proceeds, the Travel Division Supervisor then pay CJSA, WHYSA, the Referee Assignor and all other such fees on behalf of the team. At the beginning of each season, prepare a budget showing all expected income and expenditures for the team for the upcoming season. Be responsible for the delivery of a copy of this budget to the parents of every team player. At the beginning and end of each season, email a copy of the team budget to the Travel Division Supervisor. After each game, email team game scores to CJSA representative Edward Espinal for posting on their website. |
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| 5 | ROSTERING | ||
| • • • • • • • • • • |
Rosters
must be completed for each season of play (fall and spring) and must be approved by the Roster Administrator. On the roster is a column designated Season Registered. This column contains coded information for each player regarding the season and year for which he/she is being registered. For example, new players registering in the fall of 2005, would have an ID of F05, new players registering for the spring 2006 season will have and ID of S06. Players registering to play this spring who are transferring from a recreational team will have an ID of I06. This is necessary to allow the Roster Administrator to determine the appropriate player fees to collect from each team and particularly important for those registering in the spring. Registration fees are subject to change by CJSA. There will be additional fees determined by the Travel Supervisor for each team depending on age group. Tournament rosters are subject to the rules of the individual tournament. Number of players allowed A Classic team U11 and older teams may roster a maximum of 25 players and a minimum of 12 players, with 16 players being the ideal number. U9 and U10 teams should have no more than 16 and no less than 11 players, with 13 players being the ideal number. A Premier team can carry up to 21 players, however their roster cannot exceed 18 players since this is the maximum allowed for League and Cup play and most tournaments. Frozen Roster A Classic team roster can be amended up to one week before Connecticut Cup play begins, then that roster is frozen. Once the roster has been submitted to the District Registrar no changes will be allowed without the Travel Division Supervisor’s approval. A Premier team can have a maximum of three transfers during any one seasonal year. Out-of-town Players A Classic team may carry up to two out-of-town players, but only if they score higher in the tryouts than a majority of other eligible West Hartford players. There is no town limitation on Premier teams. The Travel Division Supervisor must approve all exceptions. Guest players who wish to play with West Hartford teams in tournaments are allowed, subject to the rules of the tournament and the approval of their "home" club. Underage Players A travel team may select up to two underage players, but only if they score higher in the tryouts than a majority of other available, age-appropriate West Hartford players starting in the fall season. All players must play in the appropriate age bracket unless approved by the Travel Division Supervisor. The Travel Division Supervisor must also approve exceptions. Proof of age Proof of age must be submitted the first time a player is rostered. An original birth certificate, a photocopy of a birth certificate, a passport or a green card is is an acceptable proof of age. A baptismal certificate is not an acceptable proof of age. Player Passes Player passes for all players, coaches and managers must be completed and authorized by the District Registrar each year for the fall season. Player passes can then be used for the following winter and spring seasons. New members must complete a player pass whenever they join a team. Passes must be laminated after they have been stamped by the District Registrar and before the first season game. Medical/Authorization Release Each player must complete and submit a medical/authorization release at the beginning of each fall season. The coach/manager must carry these releases to every game. Some tournaments may require Medical forms to be notarized. Check with the tournament director. CJSA Employee/Volunteer Disclosure Form Prior to their first practice, each coach, assistant coach, team helper and manager must complete this form and submit it to the Club/District Registrar who then will submit it to CJSA. This form is good for 3 years before it must be renewed. |
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| 6 | REGISTRATION | ||
• • |
Sent
to WHYSA A list of team members (or a copy of the CJSA roster) must be given to the Travel Supervisor by June 30 for the upcoming fall season so the WHYSA knows which boys will not be playing recreational soccer and recreational rosters can be adjusted accordingly. Sent to the District Registrar Rosters, Fees, Player Passes and CJSA Disclosure Forms must be completed and submitted to the District Registrar no later than one week before the first game of the season or the Connecticut Cup entry deadline date, whichever comes first. Teams may add or remove players within the Classic team up to one week before Connecticut Cup play begins by giving the District Registrar an amended roster. To avoid problems, it is recommended that team managers prepare all of paperwork at least two weeks before these deadlines. |
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| 7 | COSTS | ||
| • | Please request a “Fees Sheet” for current costs from the team's Travel Manager. | ||
| 8 | TRYOUTS & SELECTION | ||
• • • • |
Tryouts Prior to the end of the spring season, tryouts for the fall season will be held. The Travel Division Supervisor will organize tryouts. The Travel Supervisor will also be responsible for advertising such tryouts. Prior to the end of the fall season, the coaches of each age division will hold an "open" practice and spring roster adjustment. Such "open" practices will be an advertised invitation for new players to try out for a team, and will provide each coach with an opportunity to make preliminary adjustments to team rosters in preparation for the spring season. Selection The players that score highest in tryouts shall be selected. Out-of-town players must score better than a majority of players before being selected over West Hartford players for a travel team. Playing Up No player who is rostered to a West Hartford Classic team during the previous playing season shall be permitted to try-out for or be added to the roster of an older West Hartford Classic team during the following playing season without consent of the Travel Supervisor. Any coach of a Classic team who attempts to recruit underage players from an existing West Hartford Classic team shall be suspended for a minimum of two games and shall be subject to disciplinary action by the West Hartford Youth Soccer Association Board. Disputes If the selection process creates a dispute between coaches, the Travel Division Supervisor will provide a solution based on what is best for the player and not for the teams involved. |
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| 9 | COACHES | ||
• • • • |
Choosing
a Coach It is the sole responsibility of the Travel Division Supervisor to assemble a coaching staff comprised of qualified coaches, and assign coaches to any new team being formed, or any existing team where a coaching change is necessary. Approval by WHYSA The Travel Division Supervisor will put the name of each new coach into nomination to be approved by the WHYSA voting members. Disciplinary Action Coaches who do not abide by the WHYSA bylaws or conducts themselves in a manner deemed unfitting of a Travel coach, can be disciplined by the Travel Division Supervisor. Repeated problems can lead to the Travel Division Supervisor recommending to the WHYSA Board that the coach be removed. Licenses All coaches should complete a USSF or NSCCA licensing course appropriate to the age level they are coaching. |
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| 10 | UNIFORMS | ||
| • | Every
Travel team will wear the approved uniform(s) of the West Hartford Travel Division subject to approval by the Travel Supervisor. |
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| 11 | PRACTICE FIELDS | ||
• • |
Starting
Practices Practices cannot start until practice fields are approved for use by West Hartford Leisure Services. Contact the Field Coordinator if there are any questions. Practice Field Selection The Field Coordinator will assign practice fields are on a first-come, first-serve basis. A team's coach or manager may request any field, but a team that has used a field for practice in the prior season has priority. |
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| 12 | GAME FIELDS ASSIGNMENT PROCEDURE | ||
| • • • • • • • • • |
At
the Pre-Season scheduling meeting, the Team Manager schedules League and Friendly games, then goes to the Club Field Assignor to request a field. At that meeting, the Club Field Assignor assigns the game fields on a first-come, first-served basis. After the scheduling meeting, the Team Manager must call the Club Field Assignor and verify with him/her all assigned fields and times. The Club Field Assignor will send a copy of the master field/game schedule to the Club Referee Assignor for the convenience of the Club Referee Assignor. The Team Manager must forward the games schedule to the Club Referee Assignor and call the Club Referee Assignor to request referees for games not scheduled at the Pre-Season scheduling meeting. If for any reason a game is cancelled or needs to be rescheduled, the Team Manager must, as soon as possible, first call the Club Field Assignor and then the Club Referee Assignor to inform them. It is not the Club Field Assignor’s responsibility to call the Club Referee Assignor to cancel or request referees for a game. If the Team Manager leaves a phone message or e-mail to the Club Field Assignor requesting a field or time, the Club Field Assignor must contact the Team Manager as soon as possible, either directly or by e-mail, to confirm the field or time request. Connecticut and State Cup Games have priority over the use of fields. Based on the Cup schedule, the Club Field Assignor may have to cancel or reschedule League or Friendly games that conflict with a scheduled Cup game. Requests for a specific field for Cup Games will not be accepted. Field assignments for Cup Games will be at the discretion of the Club Field Assignor. |
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| 13 | GOAL POSTS | ||
| • | No
goal posts may be removed from their positions once they have been anchored permanently. A $50 fine will be assessed to the Coach of any team whose members are found to have moved goal posts. |
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| 14 | FIELD CONDITIONS | ||
| • | In
case of inclement weather the day of or the day before a scheduled practice or game, the Team Manager must first call the special Town Hall info number to determine if their field is in service and that their practice or game can therefore be held. After dialing the infoline number (860-523-3122), wait for the “Welcome” greeting and then press 1. After each subsequent voice prompt, press 11, then 10 and then 14 to reach the correct message. |
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| 15 | INSURANCE | ||
| • | Part
of the CJSA fee goes towards the purchase of supplemental insurance
for each player. For details on coverage, contact the President of WHYSA. |
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| 16 | REFEREE ASSIGNING PROCEDURE | ||
• • • • • • • • • • • • • • • • • • • • |
General The Team Manager can make requests for referees following the assignment of a game time and field from the Club Field Assignor. The Team Manager must call in any cancellation or rescheduling of games to both the Club Field Assignor and the Club Referee Assignor. Game cancellation or rescheduling must be called in to the Club Referee Assignor before 6:00 PM at least two days in advance of a canceled game. Saturday and Sunday cancellations must be called in before 6:00 PM the Thursday prior to the cancelled game. If this is not done, the offending team must pay all applicable Center and Assistant Referees fees. (Exception to this rule - if the Town or Leisure Services closes a field at the last minute, the team will not be required to pay any Referees fees). If a team fails to notify the Referee Assignor of a Game cancellation or rescheduling by the appropriate deadline, the team must pay the Referees appearing for a Scheduled Assignment even if the game is not played. Requests for referees must be called in only one (1) time to avoid double assigning. Every effort will be made to assign three (3) USSF Certified referees (one (1) Center, two (2) Assistant Referees) for U11 through U19 League and Friendly games. Three (3) USSF Certified referees (one (1) Center, two (2) Assistant Referees) must be assigned for all Cup and Premiere Games. The Club Referee Assignor will not confirm to the Team Manager the Referees assigned to the game. If the Team Manager leaves a phone message to the Club Referee Assignor requesting Referees, the Club Referee Assignor must personally confirm the Referees assigned to the game with theTeam Manager, as soon as possible. Classic & Developmental Premier Friendly Games As soon as possible, but no later than 3 days after the pre-season scheduling meeting, the Team Manager must forward the games schedule to the Club Referee Assignor. One (1) Center Referee will be assigned for Games U9 and U10. One (1) Center Referee and Two (2) Assistant Referees will be assigned for Games U11 through U19. State League Games As soon as possible, but no later than 3 days after the pre-season scheduling meeting, the Team Manager must forward the games schedule to the Club Referee Assignor. The Club Assignor will assign Two (2) Assistant Referees The District Referee Assignor will assign a center referee for each home game. Connecticut State Cup Games Requests for Center Referees and Assistant Referees should be communicated to the Club Referee Assignor, either personally or by email, no later than the Sunday night preceding the game (certain rounds of U19 are an exception). If a Referee has a conflict, Cup games takes precedence over League or Friendly games. Request for a change in Cup Referee are to be communicated to the Club Referee Assignor as soon as possible. The Club Referee Assignor will call or e-mail the District Referee Assignor with all requests for Center Referees. District Referee Assignor will assign Assistant Referees only for Quarter Final and Semi-Final Cup games. The District Referee Assignor will make every effort to communicate to the team Manager the name of the Referee assigned to each Cup game. |
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| 17 | PLAYER ASSISTANCE | ||
| • | Player
Assistance is available on a discretionary basis for those families
that could not ordinarily afford the Travel Division. A coach must submit a request for Player Assistance to the Travel Supervisor by March 20th for the spring season and by August 15th for the fall season. Managers must make their best effort to determine need. The name of the potential Player Assistance recipient does not need to be submitted. Player Assistance awards, if made available, may cover up to 60% of a season’s fee. |
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| 18 | MEETINGS | ||
| • | Meetings
of the Travel coaches and managers will be scheduled twice a year and on an as-needed basis. Meetings are generally held at least two weeks before the spring and fall scheduling meeting. |
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| Key Dates | ||
| January | Coaches Meeting. | |
February |
Managers/Parents
Meeting. Managers should start to contact their players to confirm that they are coming back. If there are new players, get their pictures and have them sign a player pass and order uniform for them. Decide if your team is going to sign up fora spring tournament. Most tournaments request a deposit at this time. |
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March |
Manager’s
spring rosters, passes, disclosure forms and fees are due to the District Registrar no later than one week before the first game of the season or the Connecticut Cup entry deadline date, whichever comes first. If not delivered by deadline, the District Registrar does not guarantee that they will be processed. |
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| Week
3 |
Travel Division
Meeting. ODP Tryouts. |
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| April | ||
Week
1 |
The spring
scheduling meeting usually held. Managers finalize |
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Week
3 |
CJSA play begins. | |
May |
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Week
1 |
Connecticut/State Cup play begins. | |
June |
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Week
2 |
Tryouts. | |
|
Day
30 |
Travel Division
Supervisor must forward team rosters for the fall season to the WHYSA Administrator (a list of players, not the final CJSA roster) so that WHYSA knows which player will not be playing recreational soccer and recreational teams rosters can be adjusted accordingly. No recreational player will be allowed to move from a recreational team to a travel team after this date. |
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| August | ||
Day
1 |
Beginning of seasonal year. | |
Week
1 |
The fall scheduling
meeting is usually held. Managers finalize games schedule and forward them to the Referee Assignor in accordance with Referee Assigning Procedures. |
|
Day
15 |
CJSA fall rosters,
passes, disclosure forms and fees are due to the District Registrar. Travel Division Meeting. |
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September
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Week
2 |
CJSA play begins. | |
Week
4 |
Sign up & deposit due for Indoors Winter Leagues. | |
October |
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Week
1 |
Connecticut Cup play begins. | |
Week
4 |
Spring Roster Adjustments. Open practice for new players. | |
Day
30 |
First Indoors season rosters are due. | |
November |
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Week
2 |
First Indoors session begins. | |
Day
15 |
Spring rosters
are due to WHYSA (a list of players, not the CJSA roster). |
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Day
30 |
Second Indoors session rosters due. | |
| January |
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|
Week
4 |
Second Indoors session begins. | |