Follow Us!

MANAGER MANUAL - Tryout Forms

Welcome to the Michigan Wolves-Hawks Managers page. This page is designed to provide our team managers with guidelines and resources to assist them in their manager role. Many of the following suggestions/guidelines are from current or previous managers:

Important Contacts you will need:

Wolves-Hawks Secretary: Amy Richters wolveshawks@aol.com
Webmaster and Financial Manager: Heather Prince hprince6@gmail.com
Field Scheduler and ECNL Coordinator: Terri Rentis rentist@hotmail.com
Uniform and Merchandise Manager: Jerry and Amber Townes whuniforms@gmail.com
Ref Assignor Erich Shrewsberry eshrews@gmail.com

INTRODUCTION:

Thank you for volunteering to serve as a team manager. Your role as team manager is instrumental to the success of your team and the club. We want you to be successful and we have put together this manual to give you the necessary tools and “how to’s” to do so. These are only suggestions; please do what works best for you and your team. This is also a “working” manual; it will be continually revised.

The team manager role is a commitment. If you feel you cannot fulfill the responsibilities alone, please enlist another parent to share the responsibilities with you or talk with the coach to see if another parent would be better suited to assume the role. In an effort of continuous improvement, if you discover short cuts, helpful information, or other successful ways to improve the Team Manager responsibilities, please share them with us so we are able to share best practices with other managers. Remember, that while your role entails a great deal of managing, organizing, and paperwork, always consider the well being of your players first.

Thank you again for volunteering and for helping to make this a great year in club soccer.

FOR IMMEDIATE CONSIDERATION:

Send Amy and Heather your name, team you will be managing, address, phone and email address to wolveshawks@aol.com and  hprince6@gmail.com.

TRYOUTS:

Tryout day is hectic for everyone. Preparation before hand will make the day go smoother. If you have volunteered to help with the registration process please read over the Tryout Instructions to familiarize yourself with the process. It is highly recommended that you do not take in any paperwork, photos etc. until the tryout registration is complete otherwise the lines can get quite long. Every player must have registered for tryouts in Team Snap before they step on the field.

To prepare for tryouts we suggest that you prepare individual packets with all of the necessary paperwork to distribute to the parents after a commitment has been made by the coach. Fill in all the information you can i.e. correct team name before you hand out the forms, the Team Snap URL and your contact information. You will want to assist families with filling out the paperwork to avoid having to make corrections later. There will be a Manager tent for you to have your parents collect together and hand in the paperwork to you. You need to have the Team Selection Form. The Manager Checklist allows you to determine jersey numbers already in use so that as players turn in their paperwork you can assign them an unused number between 0-40. Current club players receive their choice based on seniority in the club and then you need to determine the jersey number of the new players based on their requests. Coaches can be asked to settle conflicts. As the parents return the required information you can check off the pieces of information and make sure you have collected everything you require before the parents leave. All players should use the Team Snap URL given to them in your welcome letter to accept their position on the team, order the uniform and pay for the uniform kit and first payment.  Any issues please find Heather Prince in the registration tent.

Before you leave the Schoolcraft fields you must find Heather Prince and copy the Team Selection Form (list of the players that the coach has chosen for your team) with the assigned jersey numbers so that she can input them onto your Team Snap roster quickly. You can retain the master and after the second tryout find Heather again so she can have an updated copy.

Recommended Tryout Paperwork by League:

WSSL – Western Suburban Soccer League (www.wsslsoccer.org) U7-U19 Select Teams

  1. WSSL Welcome Letter to be modified with Manager’s contact info and Team Snap URL before printing.
  2. WSSL Manager Instructions Print only one for yourself and print one WSSL Parent Instructions for each parent.
  3. WSSL Player Contract MUST be signed and handed in by end of tryout session.
  4. USYS Medical Release MUST be signed and handed in by end of tryout session.
  5. MSYSA Parent & Athlete Concussion Information Form Required for all players.
  6. Your welcome letter will have asked for the parent to provide the following:
    • Copy of player’s Birth Certificate
    • Copy of front and back of Health Insurance Card.
    • A 1.5″x1.5″ head shot to be uploaded into GotSoccer for pass card
    • Registration via Team Snap URL to complete waivers, uniform order, and payment.
  7. U7 - U8 Uniform Sizing Form
    U9-U18 Hawks Uniform Sizing Form
    U9-U18 Wolves Uniform Sizing Form
    U12-U19 Goalkeeper Order Form

MSDSL – Michigan State Developmental Soccer League (www.msdsl.demosphere.com) U7-U10 Select teams

  1. MSDSL Welcome Letter to be modified with Manager’s contact info and Team Snap URL before printing.
  2. MSDSL Manager instructions Print only one for yourself and print one MSDSL Parent Instructions for each parent.
  3. MSDSL Contract   MUST be signed and handed in by end of tryout session.
  4. USYS Medical Release MUST be signed and handed in by end of tryout session.
  5. MSYSA Parent & Athlete Concussion Information Form Required for all players.
  6. Your welcome letter will have asked for the parent to provide the following:
    • Copy of player’s Birth Certificate
    • Copy of front and back of Health Insurance Card.
    • A 1.5″x1.5″ head shot to be uploaded into GotSoccer for pass card
    • Registration via Team Snap URL to complete waivers, uniform order, and payment.
  7. U7 - U8 Uniform Sizing Form
    U9-U18 Hawks Uniform Sizing Form
    U9-U18 Wolves Uniform Sizing Form
    U12-U19 Goalkeeper Order Form

DA – Director’s Academy (www.michiganyouthsoccer.org) U11-U12 high level teams

  1. DA Welcome Letter to be modified with Manager’s contact info and Team Snap URL before printing.
  2. USYS Medical Release MUST be signed and handed in by end of tryout session.
  3. Your welcome letter will have asked for the parent to provide the following:
    • Copy of front and back of Health Insurance Card.
    • A 1.5″x1.5″ head shot to be uploaded into GotSoccer for pass card
    • Registration via Team Snap URL to complete waivers, uniform order and payment.
    • Registration via Sportsforms link to complete league registration. The Sports Forms link won't be available for the 2018-19 season until June 16th when the parents can officially sign documents. The link will ask the parents to complete contact information, upload a birth certificate or passport, sign some waivers, and complete the concussion form.The state will provide Amy with a Google share drive link so that she can see the files when the parents complete the forms.  She will create team folders and move your players' forms into the folder.  She will share the folder with you so that you have access to the forms.
  4. U9-U18 Hawks Uniform Sizing Form
    U9-U18 Wolves Uniform Sizing Form
    U12-U19 Goalkeeper Order Form

MSPSP – Michigan State Premier Soccer Program (www.mspsl.org) U13-U19 premier teams and U13 Pre-MRL teams

  1. MSPSP Welcome Letter to be modified with Manager’s contact info and Team Snap URL before printing.
  2. MSPSP Manager Instructions Print only one for yourself and print one MSPSP Parent instructions for each parent.
  3. MSPSP Player Contract MUST be signed and handed in by end of tryout session.
  4. USYS Medical Release MUST be signed and handed in by end of tryout session.
  5. MSYSA Parent & Athlete Concussion Information Form Required for all players.
  6. Your welcome letter will have asked for the parent to provide the following:
    • Copy of player’s Birth Certificate
    • Copy of front and back of Health Insurance Card.
    • A 1.5″x1.5″ head shot to be uploaded into GotSoccer for pass card
    • Registration via Team Snap URL to complete waivers, uniform order, and payment.
  7. U9-U18 Hawks Uniform Sizing Form
    U9-U18 Wolves Uniform Sizing Form
    U12-U19 Goalkeeper Order Form

NL – US Youth Soccer National League (www.usyouthsoccer.org/mrl/) U13-U19 accepted teams

  1. NL Welcome Letter to be modified with Manager’s contact info and Team Snap URL before printing.
  2. USYS Medical Release MUST be signed and handed in by end of tryout session.
  3. Your welcome letter will have asked for the parent to provide the following:
    • Copy of front and back of Health Insurance Card.
    • A 1.5″x1.5″ head shot to be uploaded into GotSoccer for pass card
    • Registration via Team Snap URL to complete waivers, uniform order and payment.
    • Registration via Sportsforms link to complete league registration.  The Sports Forms link won't be available for the 2018-19 season until June 16th when the parents can officially sign documents. The link will ask the parents to complete contact information, upload a birth certificate or passport, sign some waivers, and complete the concussion form. The state will provide Amy with a Google share drive link so that she can see the files when the parents complete the forms.  She will create team folders and move your players' forms into the folder.  She will share the folder with you so that you have access to the forms.
  4. U9-U18 Hawks Uniform Sizing Form
    U9-U18 Wolves Uniform Sizing Form
    U12-U19 Goalkeeper Order Form

ECNL Girls – Elite Clubs National League (www.eliteclubsnationalleague.com) U14 – U19 Elite Girls’ Teams

  1. ECNL Girls Welcome Letter
  2. ECNL Medical Release
  3. Your welcome letter will have asked for the parent to provide the following:
    • Copy of player’s Birth Certificate or passport.
    • A digital head shot photo
    • Registration via Team Snap URL to complete waivers, uniform order and payment.
  4. U9-U18 Hawks Uniform Sizing Form
    U12-U19 Goalkeeper Order Form

ECNL Boys – Elite Club National League (www.boysecnl.com) U14 – U19 Elite Boys’ Teams (**also playing WSSL-Wolves division to be eligible for State Cup)

  1. ECNL Boys Welcome Letter
  2. WSSL Manager Instructions Print only one for yourself and print one WSSL Parent Instructions for each parent.
  3. WSSL Player Contract MUST be signed and handed in by end of tryout session.
  4. USYS Medical Release MUST be signed and handed in by end of tryout session.
  5. USClub_Waiver
  6. MSYSA Parent & Athlete Concussion Information Form Required for all players.
  7. Your welcome letter will have asked for the parent to provide the following:
    • Copy of player’s Birth Certificate or passport
    • Copy of front and back of Health Insurance Card.
    • A 1.5″x1.5″ head shot to be uploaded into GotSoccer for pass card
    • Registration via Team Snap URL to complete waivers, uniform order and payment.
  8. U9-U18 Wolves Uniform Sizing Form
    U12-U19 Goalkeeper Order Form

U.S. Development Academy Boys (www.ussoccerda.com) U12 – U19 Elite Boys’ Teams

  1. Boys Academy Waiver
  2. Your welcome letter will have asked for the parent to provide the following:
    • Copy of player’s Birth Certificate or passport.
    • Copy of front and back of Health Insurance Card.
    • A digital head shot photo
    • Registration via Team Snap URL to complete waivers, uniform order and payment.

TEAM SNAP REGISTRATION:

The parents will have received a Team Snap registration link from you in the Welcome letter that is only for your team. Their contact info cannot be moved onto your team snap roster until they have completed the registration. DO NOT send out invites or add people to your roster.

The registration will have the team commitment acknowledgement, liability waiver, financial commitment acknowledgement, code of conduct and consent to travel waivers, policy on spectator behavior acknowledgement, and uniform waiver for electronic signature. The parents will be required to input their credit card to accept the registration and sign up for installment payments or payment in full. 

Heather Prince will use the list you provided at tryouts to create your Team Snap rosters and download the information from Team Snap to provide the club with the uniform sizing requests and the items paid for.

TEAM MANAGER RESPONSIBILITIES:

Every soccer team has at least one designated team manager responsible for administration and coordination of the team’s activities and communication between the families and the coach(es). The team manager is critical to the success of the season and directly impacts the positive experience of the families involved. The coach is to instruct the players in their soccer skills and direct the players at practices and at games. The team manager handles the “off the field” activities. All coaches and team managers need to be registered with their corresponding league, which is the Western Suburban Soccer League (WSSL), the Michigan State Developmental Soccer League (MSDSL), the Michigan State Premier Soccer League (MSPSL), the Midwest Regional League (MRL), US Soccer Developmental Academy, or the Elite Clubs National League (ECNL). In addition, coaches’ and managers’ risk management screening and cards are processed through their respective registration house which is the Michigan State Youth Soccer Association (MSYSA), US Soccer, or US Club Soccer.

The first thing to accomplish is to double check that you have all the forms you require from each player and follow up to obtain any missing items. Separate your forms into categories and alphabetize them and place them in your team binder.  Follow up with using the contact information you have from tryouts to make sure every player has completed the Team Snap registration and payment.

PRE-SEASON ORGANIZATION:

Team Binder

You will be the keeper of a lot of information and gear. We’ve found that the best way to keep all of it organized is to create a team notebook. A 3 ring binder that has a zipper to keep everything inside and dry is best. Otherwise it is recommended to use sheet protectors to protect rosters, birth certificates, medical releases, etc. A zipper pouch is useful to hold pens and keep pass cards secure. You will need to carry all necessary forms while traveling with the team. Keep them in your notebook. Team Snap will replace most of the paper information that was formally carried in the binder.  Contact information, schedules of games and training, maps, and game results can all be retrieved through Team Snap.  You will want to make sure that the Team Snap page is updated often with any changes to schedules, contact information, etc.  Some items will still need to be maintained in the binder and should travel with you to games, events, and tournaments. These items include:

League Info

  • Official State Roster. Make several copies, but keep your original on file.
  • Pass cards
  • Risk Management cards
  • Copy of League Rules
  • Copy of Referee fee schedule if not noted in rules

Medical Releases

  • Forms signed, in alphabetical order. (Make an extra copy for the coach to carry at all times. Most parents come to games, but many do not stay at practices.)

Birth Certificates

  • Forms in alphabetical order

Tournaments

We suggest that you have a binder at home to put the rest of your forms that you do not have to carry with you but have collected at tryouts. As you finish tournaments you will want to move them out of the binder you carry into the binder at home. You may also want to carry a backpack or have a tote container in your car for extra items such as an extra pair of shin guards, socks, hat, gloves, sunscreen, bug spray and a first aid kit. Some recommended items for your first aid kit are athletic tape, pre-wrap, band-aids (various sizes), Motrin, antiseptic cream, paper towels, water bottle for rinsing, hydrogen peroxide to remove blood, scissors’ and instant ice.

Communication

  • Each team will have their own Wolves-Hawks Team page on the website. The team web-sites are created from data that you provide to the webmaster, Heather Prince. During the year you need to remember to send an email to the webmaster with any updates.
  • You will be responsible for maintaining the calendar for your team in Team Snap. You will need to input any practices, games, or additional events. The calendar allows you to type in the address so that it will map the event and you can add comments such as Uniform color. You are also responsible for maintaining the Got Soccer Team Page.
  • Team Snap emails and alerts are important ways to communicate with your families. If the message is something of an urgent nature (needs to be read in a couple of hours or is an important change in schedule, etc.), you can send an alert through Team Snap.
  • Ensure that all parents know where to find the club website www.michiganwolveshawks.com and that they know to look for current news.

PLAYER PASSES:

Player passes are official identification cards that are generated by the leagues after player registrations are approved. Using illegal passes or illegal players can have severe consequences to the player, coach, team manager and the club. You or the coach MUST have the pass cards in order to play a game. Always make sure the referee returns your passes to you or the coach after the game.
Pass cards must be laminated.  There are office supply stores or copy centers that provide laminating services, or you can purchase self-laminating sheets. You will also need photo pass cards for head coaches, assistant coaches, and managers. The easiest way to keep your player cards together after they are laminated is to place them on a labeled key ring or binder ring by punching a hole in the upper corner opposite the photo. Generally, organizing them in alphabetical order so that they match the roster sheets is best. It will save time during check-in before games and at tournament registration.

Pre-Game

  • Game reports are available through the team login in Got Soccer for WSSL, MSDSL, Director’s Academy, and MSPSL league games.
  • Refer to the league website rules for game reports for other leagues.
  • Prepare the team roster/game report sheets. This form will be given to the main referee at the game.
  • Prepare referee payment envelopes.

At-Game

  • Give the prepared team roster/game report sheet to the main referee.
  • Give the 3 prepared referee payment envelopes to the main referee.
  • Give the player pass cards to the referee to check-in the team.
  • If home team, provide game ball to the main referee.

Post-Game

  • Remember to get player pass cards back from the referee.
  • Check to make sure the game report is signed by the coach confirming that the scores are accurate.
  • Call-in or enter the score in the e-scoring system as necessary. Instructions for the scoring systems can be found on the league website. NOTE: You should check the results web page for your respective league to make sure that it is updated with game scores. At the end of the season, if a game has gone unreported (even if you were the losing team), both clubs are fined. If you find that a game has gone 2 weeks without being updated, please contact the league with the score.
  • Make sure the players clean up after themselves and their opponents before leaving the facility or park.

Reschedule of Game

  • If a game needs to be rescheduled due to a rain out, it is the home team’s manager’s responsibility to coordinate the make-up game with the opposing team manager.
  • To coordinate a make-up game, you will need to contact the club field coordinator Terri Rentis to obtain and “book” game times.

TOURNAMENTS

  1. Please read through and understand the required paperwork for each tournament.
  2. Handle tournament registration – fill out and gather necessary forms and paperwork.
  3. Obtain the State Permission to Travel (for out of state tournaments if necessary). This is done online through Got Soccer or MSYSA.  You may be asked for Risk Management Cards.
  4. Handle all hotel reservations or find a parent volunteer to help you.
  5. Print and retain a copy of the tournament rules in your team binder.
  6. Provide schedule information as soon as it becomes available to the team and families.
  7. Provide maps to tournament fields and hotels to all players.
  8. Be responsible for team check-in and registration. This may require you going a day ahead of the team based on tournament schedules.
  9. Process payment through Financial Manager, Heather Prince
  10. When arranging hotels, some hotels provide a room for the coach at no charge depending on the number of rooms and their policy – ask.