VOLUNTEER HOURS TRACKER GUIDELINES

- ALL family checks for a team must be collected (no partial collections). Micro team uniform or competitive player pass will be withheld from a player with no volunteer check. Please turn in your team volunteer checks to the Magic office by March 1st. Do not make partial collections. Enclose all checks in a sealed envelope with your team's age/gender/color/Micro or Competitive, team members, and coach's name. Also, please include your tracker's name and phone number.

- The club will assess each FAMILY (not each player in a family) for 10 hours of work or $100 (Micro families are responsible for 5 hours of work or $50). If a family has a Micro and a competitive player, that family is responsible for only 10 hours of work or $100 (NEW for this year).

- Competitive head coaches, board members, Classic tournament committee planners working the past couple of months, and our REGULAR M-W-F office volunteers do not need to submit a volunteer check. They are, however, still responsible for reporting their volunteer position and hours to their team hours tracker.

- The check will be shredded, NOT cashed, if the family completes its 10 (5 for Micro) hours of volunteer work adequately.

- The ‘volunteer’ check shall be post-dated June 30th of the current year.

- Each family is responsible for tracking and reporting its volunteer hours to the team volunteer hours tracker no later than June 8th.

- The team volunteer hours tracker needs to complete the Team Volunteer Hours Log and return it to the Magic office no later than June 15th. Incomplete forms will be returned.
  

*COMPETITIVE* VOLUNTEER JOB DESCRIPTIONS

ASSISTANT COACH
- Is available to assist the head coach at all practices and games.
- Holds or is willing to get at least an ‘E’ license (course requires about 18 hours of participation on a weekend in February or March) and receives approval to assist by the Magic DOC and head coach.
- Attends a rules clinic in March.

TEAM MANAGER
- Works with coaches in determining and reserving practice times and locations.
- Contacts and relays information from coaches to players.
- Notifies families of fundraising opportunities (discount cards available in January).
- Notifies families of uniform try-on times (mid-January).
- Notifies families of the Annual General Meeting time (late January).
- Distributes team schedule.
- Attends a rules clinic in March.
- Ensures that team player names, jersey numbers, and birth dates are correct on MYSA rosters.
- Alerts team when uniforms, etc. arrive for pick-up.
- Files all necessary paperwork (registrations by tournament deadline and travel papers no later than one month before travel commences) for tournaments, including the state tournament (one month before tournament).
- Is responsible for collecting the team cards from the center ref after each game and turning in the team book, first aid kit, and other borrowed equipment at the end of the season.
- Is responsible for overall management of all team volunteer positions.

TEAM REPRESENTATIVE
- Attends two age group meetings (U-11 to U-14 or U-15 and above), when called by that director of competition. Serves one year, January to December.
- Disseminates information and decisions from the Magic board to the players and parents.

FIELDS AND EQUIPMENT VOLUNTEERS (3 people)
- Helps to stripe and prep the fields at Amend Park:
  (1) New season preparation is on the Saturday two weeks before first game, with following Saturday as a backup date.
  (2) An additional prep day will be on the Sunday before the Magic City Classic Tournament. Volunteer must also be available to put up nets on the Friday before the first day of the Magic City Classic Tournament.
- Sets up the nets for Saturday home games for your team.
- For one assigned Saturday during league play or for any spring in-town tournament, will open and close club shed and bathrooms and put away any nets that were left out at Amend Park.

Do not volunteer for Fields and Equipment for more than one team.

REFEREES (2-3 people)
- Attends an eight hour certification (new refs) or a four hour recertification in January, February, or March. Exact time, date, and place will be posted on the club Website.
- Referees league games, as a line ref or a center ref.
- Signs up for state tournament and refs at the state tournament as a line or center ref. Is responsible for filing an availability form to BASRA. 

During the regular season, each team is required by Montana Youth Soccer Association (MYSA) to have two certified referees. MYSA will fine teams who do not provide referees at each game. Team parents are responsible for paying these fines!

At the MYSA state tournaments, if there are not enough certified referees to fill the needed positions, your games will be cancelled. You must sign up for your state tournament at least one month before the weekend of the tournament, not at the tournament referee meeting! Sign-up will be available at the BASRA Website approximately four weeks before the state tournament.

As a certified referee, one may be a line ref or a center ref, depending on your own comfort level.

For the first year that you ref, if you ref three games, you can ask for reimbursement for the referee course from the club. Recertification is not reimbursed. Referees are paid per game and can pick and choose their schedule.

Do not volunteer for Refereeing for more than one team.

FIELD MARSHAL
- Marshals at all home games, taking care of any problems which might arise during a game.
- Marshals at the Magic City Classic tournament. If you have a child attending Regionals during the Classic, you are responsible for finding a substitute.
- Works with the center ref to take care of a problem parent, coach, or fan.
- Enforces ‘No Dog/Tabacco/Alcohol’ policy at Amend Park.
- Encourages parents and players to pick up litter at practice and Amend Park.
- Takes care of lost and found articles.

Do not volunteer for Field Marshal for more than one team.

OFFICE HELPER
- Works directly with the office in February to assemble the team book.
- Insures that the team player pics have been uploaded (should have knowledge of how to send, receive, and upload player pics), makes, laminates the team player cards in March.
- Accounts for, collects, and distributes the coach reimbursement.

VOLUNTEER HOURS TRACKERS (2 people) 
- With the coach, finds volunteers for different roles in the team and club and is responsible for filing a completed Team Volunteer List.
- Collects and accounts for family volunteer checks in March.
- Tracks the volunteer hours completed by team parents.
- Submits the one page Team Volunteer form that reports individual family volunteer hours to the office at the end of the season.

TOURNAMENT VOLUNTEERS (2 people)
- Attends Classic tournament meetings and serves on a tournament committee (t-shirts, referee hospitality, field marshal coordinating, tournament ad coordination, publicity, field preparation, motel arrangements for state personnel and out of town teams, team check-in, referee check-in, etc.), working closely with the Classic Director.

TOURNAMENT AD VOLUNTEER
- Collects two full page ads from local sponsors or parents for the Classic tournament booklet in February/March.

HOTEL/TOURNAMENT COORDINATOR
- Coordinates team motel and bus (if there is team interest) arrangements for out-of-town travel (especially state tournaments).
 
If all of the above positions have been filled, other possible team volunteer positions might include:
TEAM HOSPITALITY
- Plan and coordinate team dinners.

 

Download 2010 MYSA Travel Paper Instructions here.

Download 2010 USYSA Travel Policy here.

Download 2010 USYSA Play Rules here. 

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MANAGER'S LEAGUE PLAY CHECK LIST
 
Before the season
- Have a parent meeting. Organize all of your volunteers. Choose your tournaments.
- Attend the Annual General Meeting.
- Turn in your MYSA Spring League and scheduling forms. Decide bench passes.
- Have team try-on uniforms and pick-up uniforms when they arrive.
- Have referees attend certification.
- Have unlicensed assistant coaches get an ‘E’ license.
- Obtain Magic Classic tournament team ads.
- Attend the coach’s meeting.
- Pick-up your equipment.
- Have volunteers attend field prep.
- Have all bench personnel attend the ‘rules clinic.’
- Have office volunteer make your team book and team passes.
- Complete outside tournament applications and travel papers and collect money for tournament expenses not covered by the club after clearing plans with the Director of Coaching. Have the hotel volunteer make reservations.

During the season
- Notify the office if a player is injured or drops the club.
- Do not allow unregistered players to practice with your team.
- If needed by the owner of your practice site, obtain a certificate of liability from the Magic office.
- If poor weather is forecasted, check with the executive director of the club in the city that you are traveling to for game updates the night before you travel.
- Contact MYSA if you make up a game that is cancelled because of weather.
- Carry the coach’s book to all practices and games.
- Present a ref player roster and the yellow ‘canary’ Official Game Report to the referees at league game check-in.
- Ensure that ‘red-carded’ players sit out their next game.
- Ensure that the yellow ‘canary’ Official Game Report and player passes are in your possession after each game and that the report is accurately completed by the ref.
- Check that team volunteers are doing their jobs and reporting their hours.
- Fill out a team application and roster for the Magic City Classic tournament.
- Complete your state cup application one month before the tournament.
- Ensure that your roster is correct and complete two weeks before the state cup.
- Compensate the coach for travel expenses for all outside tournaments attended, other than the three tournaments covered by the club.
- Understand these important MYSA rules:
* Each team is allowed a maximum of four bench passes by the state.
* There is a one year grace period for new coaches to become minimally licensed.
* It takes a minimum of two weeks to receive new player/bench passes.
* If a player or coach receives a red card in a league game or in ANY tournament game, they will sit out the next game. Also, if a player receives a red card in ANY last game played in a PRIOR season, they will sit out their first game in the NEW season.
* Game cancellation is determined ONLY by the Executive Director of each club.
* Once scheduled for league play, if a team does not show up for a game, the team will pay a $300 bond.
* All competitive teams are required by the state to play a minimum of eight league games prior to their state tournament.
* Guest players are allowed for outside tournament play only.
* For all competitive teams, the state ‘freezes’ your roster two weeks before each division’s state cup. 
- Read these Magic rules:
* All fees are nonrefundable.
* Player passes will be withheld for all outstanding balances and contracts.
* In order to be qualified to play, all competitive players, U15 and above, must play in a minimum of six regular season games or tournament games. Consideration will be given to players who are injured during the regular season.
* All families are expected to volunteer for at least 10 hours (5 hours for Micro) for their player’s team or forfeit $100 ($50 for Micro).
* Three tournaments are covered by the player’s registration fees—Magic City Classic, the state cup, and one outside tournament.
* All teams will attend the Magic City Classic tournament and their state cup unless directed otherwise by the Magic board or the Magic director of coaching.
* All Magic personnel will act in a responsible and mature manner at all club activities and will refrain from disruptive behavior, the use of foul and abusive language, and the destruction of any property or facilities. In addition, all personnel will learn and respect the laws of soccer and exhibit good sportsmanship and will abide by the Montana Youth Soccer Association’s Referee Abuse Policy (Zero Tolerance).

After the season
- Direct the team volunteer hours tracker to turn in the log to the office by June 15.
- Turn in your team equipment, first aid kit, and coach’s book to the Magic office by July 1.
- Remind your players to come play soccer at Magic summer camp on the last week in July.
- Encourage families to fill out the end-of-year survey.
- Remind U11 to U14 players to attend required tryouts on the Sunday, Monday, and Tuesday in August before school starts. U15 and above competitive teams will tryout the first or second weekend in November (Remind parents and players that YOUR AGE, NOT YOUR GRADE, determines the age group that you will try out with and play with!). 



MANAGER'S OUTSIDE TOURNAMENT REGISTRATION CHECK LIST

The following must be completed by the team manager with the coach in a timely manner, once a tournament outside of the club has been chosen by the coach and a commitment to attend has been made by the players and/or the families.
 
It is vital that the team manager communicate all of the team’s scheduled tournaments to the Magic office. The office stores this information in a binder for accounting purposes and later reimbursement of coaches, as appropriate.
 
If your team is planning on attending an outside tournament in the fall or before February, the Magic office must be contacted immediately. The team registry must be sent earlier than the rest of the club registry, so that player passes and rosters can be generated before the tournament.

Register for the tournament
The team manager will register the team via the tournament club’s website, either on-line or by downloading a registration form. Magic also keeps copies of tournament forms sent by regional clubs in a binder at the office that is available for use by all Magic teams. Be sure to register on time. Keep copies for your records.
 
The team is responsible for paying for all tournament registrations and coach travel expenses (gas, food, lodging) beyond the three tournaments covered by the Magic registration. The Magic competitive player U11 and above registration covers three tournaments—Magic City Classic, the state cup, and one outside tournament, up to a $400 registration fee. A set reimbursement for coach travel for the state cup and one outside tournament is also covered by Magic. The club will cover coach travel and team registration and fees for regional competition.

Register guest players
The team manager will download a guest player form from www.montanayouthsoccer.org/resources.htm or obtain a form from the Magic office. This form is used for a team wanting to ‘borrow’ a player for non-league and/or non-state cup play. It is important that this form is also completed quickly, since it requires coach signatures and then must be sent to MYSA with the travel form for the state registrar’s stamp. Be aware that other fees will be charged by Magic Soccer to register non-Magic players as guest players.

Obtain uniforms for new players and guest players
All players need to have a uniform with a number that matches the current Magic registry and travel roster. It may be possible to obtain unused uniforms from Magic players on other competitive teams via a few phone calls.

File travel form
The team manager will file the travel form 30 DAYS PRIOR TO THE TOURNAMENT. If a team is traveling to Canada or outside of the USA, the travel form and passports must be filed 90 days prior to the tournament. This is a form on which the team requests MYSA to sanction their travel to an event. A form may be downloaded from MYSA at the Web address above or obtained from the Magic office. Travel form samples and other state association addresses are also in the tournament binder in the Magic office. The following shall be sent to Karen Grenager, State Registrar; MYSA; P.O. Box 386; St. Regis, MT 59866:

- A $10 processing fee, check made out to MYSA
- Travel form, stamped by MYSA
- Correct copy of the team roster or travel roster, as issued by the state registrar
- Guest player form(s), if appropriate, stamped by MYSA
- Tournament Application to Host, downloaded from tournament site
- Pre-stamped envelopes to:
  * Team manager or coach (back up copy for the team book)
  *Host of the tournament or games
  * State soccer association where the games are to be played

Check that all players are in good club standing
All players must have their Magic balances paid and contracts and player pictures returned to the club before player rosters and cards will be released by Magic City Soccer.

Make your hotel and other travel reservations
Be aware that many of the larger tournaments have a ‘stay and play’ policy. This means that the team must reserve rooms through a tournament travel agency in order to participate in the tournament. As of this writing, the state cup will not require reservations be made through a travel agency.

Include these Items in your team book for check-in at the tournament
The team manager will have the team office volunteer compile the team book. The following items need to be in the team book at check-in for any tournament:
- Stamped, approved travel form
- Copies of state validated rosters (travel roster and state roster)
- Current, valid state laminated player passes (player cards) on ring
- Original club player registrations with notarized medical releases
- Copies of player certified birth certificates (THESE FORMS WILL ONLY BE IN THE COACH'S BOOK FOR THE TOURNAMENTS!!  MANAGERS WILL COME TO THE OFFICE TO OBTAIN THE BIRTH CERTIFICATES BEFORE LEAVING FOR THE TOURNAMENT.  MANAGERS WILL RETURN THE BIRTH CERTIFICATES TO THE OFFICE AFTER THE TOURNAMENT.)
- Stamped, approved guest player form(s) (and their club registration form and birth certificate)
- Coach medical releases from the Magic office
THIS CAN NOT BE EMPHASIZED ENOUGH--DO NOT LOSE YOUR TEAM BOOK OR PLAYER CARDS! The coach should carry the team book to the tournament, attend the team check-in with it, and pick up the book after check-in is complete.

Good luck and have fun at your tournament!