skip navigation
Home About Registration Tournaments & Camps Scholarships Forms Calendar Links Contact Us

Manager Forms

EKVC Team Manager Manual 2018

                  Thank you for volunteering as the East Kootenay Volleyball Club Team Manager. Being a team manager is an important role and contributes to the success of all our club teams. The prime role of the manager is to facilitate communication with the team. The manager is the liaison between coaches and the parents. Your knowledge and support with the team makes the job easier for all. A manager becomes a vital source of information for players, parents and coaches.

 

This manual will help you understand the duties and responsibilities of being a manager. Communication is crucial in this position. You must be available by telephone and email, checking it regularly and responding promptly to all requests clearly and concisely. At tournaments – communication via cell phone – mobile or text is also recommended.

 

General Responsibilities and Duties

 

Managers are responsible for the administrative duties of the team. The coach and manager work together on all aspects of the team, except coaching duties. You look after the organization and communication with parents regarding the team schedule and functions as directed by the coach. Following is a list of duties:

 

  1. Go to the club website: www.ekvcvolleyball.com and familiarize yourself with all the documents. Review the EKVC philosophy and the documents on the forms link.
  2. Familiarize yourself with the Volleyball Alberta website: http://www.volleyballalberta.ca/  This will provide you with all the information regarding the Premier and Provincial tournaments. Most teams will enter 1-3 of the Premier tournaments and all the teams enter Provincials. (Note – the entry fee has been collected for provincials – so do not collect that from your athletes.) Information for Nationals can be found here: https://www.volleyball.ca/ (tournament registration fees for this have also been collected as part of their EKVC fees).
  3. Coordinate with the coaches to organize a parents meeting to review the EKVC philosophy and the coaches philosophy. Discussion regarding commitment level and general expectations can be reviewed. This meeting can be short and brief at the end of an early season practice – generally second or third practice at the latest. Talk about how many events you plan on attending and the general costs of the events. (see the travel section below)Collect/confirm all contact information at this time: parent names, emails, phones, cell phones. The Club treasurer can be contacted to provide a spreadsheet of players.
  4. Make sure that each player is registered with EKVC and that their fees are paid. Players that are not registered – are not insured and this could present a problem for the club. If new players come to the practice – all the paperwork must be completed before a player steps on the court.
  5. Establish an email distribution list for the team. Sometimes each parent/guardian has their own email and you can ask if one could be sent to both emails.
  6. Collect the Code of Conduct form from each player and keep it in a binder. Forms are available on the club website.
  7. Collect a copy of each players Birth Certificate. These are essential for playing at Provincial and National tournaments, proof of players age is verified upon arrival.
  8. Collect Criminal Record checks for Coach, Assistant Coach, Manager, Trainer and other necessary team personnel like a Chaperone.
  9. The Club Administrator registers everyone in the NRS system which is the National Registration Service for Volleyball. Each player will then need to be validated.  Facilitate each player, manager and coach to register with NRS. The athletes must be registered with this to play in provincials. The EKVC members are prepaid – so ensure that no one pays if asked by the system. The goal is for each individual to go on and register with NRS – we are in the division “Sunny South”
  10. Recruit other parents to help with various duties. Some of the duties are:
  • booking accommodations and providing the manager with the costs for the tournament fee spreadsheet
  • chaperone(s)
  • Jersey tracking, care and cleaning
  • helping with scoring and lining at tournaments (see Volleyball Score sheet presentation on the website) – managers are responsible to keep the team organized so other travelling parents should be scorekeeping.
  • helping and providing food for home tournaments
  • fundraising for your team
  • first aid portion at events (taping, injury assessment etc) – not required but nice to have
  1. Attend the AGM and Managers meeting to collect team equipment: balls, bags, first aid kit and uniforms.
  2. Distribute jerseys and record numbers that each player has to make a team roster. You can find a Jersey sign out form on the EKVC website. When handing out uniforms – hand out the largest size to the largest/tallest people on the team. It is much easier for a team member to wear a shirt slightly too large vs one that is too tight. Provide your coaches with an electronic and hard copy of the roster. Collect the uniforms from the players at the end of the season. Managers should always bring a spare jersey to tournaments as they are required in case a player has blood on their jersey, it has to be changed.
  3. Volleyball AB is very strict with the uniform guidelines. The team shorts should be black in colour and similar length. The socks that the players wear all need to be the same colour and length – ie ankle, calf or knee socks.
  4. Make sure that you register and pay for your team entry fees in all the Premier and Provincial events. Premier 1 and Provincials are paid for. Tournament attendance is usually decided at the team meeting near the beginning of the season. Approximately 2 weeks prior to travelling to the tournament, send out the Tournament Fee information (see Website http://www.ekvcvolleyball.com/page/show/737936-manager-forms ) and collect from each player their portion of the entry fee. The tournament dates with deadlines are found on the Volleyball AB site. Cheques can be made out to you personally or to the team bank account, whichever is easiest. Volleyball AB fines teams that register for a tournament – but do not attend. The Club will also be sanctioned if teams do not show up to a tournament. It is possible to bring up players from a younger age group in some extenuating circumstances.

 

 

Travel

Please review the sample budgets on the EKVC website. Have a parent meeting to discuss how many parents will be travelling to the event.

There are generally two scenarios for tournaments, neither is right or wrong just options that appeal to the team(s).

Scenario 1: Younger age groups usually have more parents travelling so may choose to make their own arrangements for accommodation and travel. Some families choose to stay with friends or family. This scenario means that the manager is only responsible to book the coaches room and ensure there is a block of rooms available for parents to call and book. Players will stay with their parents and all costs will be covered by them.

Coach/Assistant Coach: All coaching costs are covered by the team which includes: room(s) or pillow fees, travel if coach is required to drive and a per dieum fee paid to coaches that travel with the team. Coaches should travel with a family and a seat belt fee paid as they are working the whole weekend so it ensures their safety while traveling. Please see the tournament fee spreadsheet on the website.

Scenario 2:  Players stay together as a team. Shared sleeping arrangements among teammates means there is less costs to the families. Parent drivers are still needed so the manager is responsible to ensure there is a block of rooms available. In this scenario, the manager provides the tournament fee spreadsheet to each family and collects the fees prior to traveling. Approximately 2 weeks prior to traveling to the tournament, send out the Tournament Fee information (see Website http://www.ekvcvolleyball.com/page/show/737936-manager-forms ) and collect from each player their portion of the entry fee.

Coach/Assistant Coach: All coaching costs are covered by the team which includes: room(s) or pillow fees, travel if coach is required to drive and a per dieum fee paid to coaches that travel with the team. Coaches should travel with a family and a seat belt fee paid as they are working the whole weekend so it ensures their safety while traveling.

Each team may decide how to do this slightly differently. Every effort should be made to keep the costs as low as possible. Ie: if there are two teams in the same age group traveling to the same tournament – and coaches are of the same gender – they are to share a hotel room.

Other costs are more dependent on the expectation of the individual players and/or their families.  For example: meals and spending money. It is reasonable to expect that this could amount to approximately $200 per tournament.

Teams should not travel to tournaments with fewer than 8 players. This increases the cost and injury or illness during a tournament could provide added stress for a team with low numbers.

Accommodation

Volleyball AB requires that teams use HTG Sports as the Accommodation booking partner. You will need to login to book https://secure.htgsports.com/HRMS.nsf/btsrp_VolleyBallAlberta?OpenPage

It is important when staying out of town that the team stays at the same facility, but when this is not possible, the manager should obtain phone/cell number for any players not staying at the same place. This is important in the event of tournament schedule changes. Managers or the parent responsible for team bookings are responsible for reserving hotel block booking at tournaments. PLEASE DO THIS EARLY AS POSSIBLE AS ROOMS BOOK UP EARLY. Make sure to send out deadlines for each tournament and info on the block of rooms that have been booked and the location. You also need to know which players are in rooms together or with their parents.

You may encounter a challenge with booking in that you often do not know the venue of the event until the draw comes out which is only one week before the tournament. Try to book a central location between the venues.

For National tournaments, familiarize yourself with Volleyball Canada’s Stay to Play policy.

 

Travel to the USA

Although it is not common, a few EKVC teams have travelled to Idaho/Washington to play in a tournament. Each child travelling must have ID, preferably a passport. Adults require a passport for crossing the US border. If a player is travelling with someone other than his/her parent, they must have a signed letter from all guardians giving permission for travel. Also photocopy your driver's license that shows your name and signature. (If parents are separated or divorced, there has to be a letter from both parents). If a player is traveling with one parent only, they need a letter from the non-custodial parent permitting this, whether the parents are married or not. There should also be a contact phone number in case Customs officials are randomly calling to check validity of travel (this does happen).

End of Season

You are welcome to arrange a year end party to close out the season. It is at the discretion of the team if they would like to do this and all costs will be the responsibility of the players. You can collect clean jerseys at that time and return them to the equipment manager.

Alternatively, remind players to bring an extra shirt at the end of their last game of the season. The coach/manager will then collect jerseys after the game and wash them prior to returning to the equipment manager.

Contact the equipment manager to return your balls, uniforms and first aid kit within 2 weeks of your last tournament.

Thank you for all your time and effort, it’s greatly appreciated!

EKVC Team Manager Manual 2018

                  Thank you for volunteering as the East Kootenay Volleyball Club Team Manager. Being a team manager is an important role and contributes to the success of all our club teams. The prime role of the manager is to facilitate communication with the team. The manager is the liaison between coaches and the parents. Your knowledge and support with the team makes the job easier for all. A manager becomes a vital source of information for players, parents and coaches.

 

This manual will help you understand the duties and responsibilities of being a manager. Communication is crucial in this position. You must be available by telephone and email, checking it regularly and responding promptly to all requests clearly and concisely. At tournaments – communication via cell phone – mobile or text is also recommended.

 

General Responsibilities and Duties

 

Managers are responsible for the administrative duties of the team. The coach and manager work together on all aspects of the team, except coaching duties. You look after the organization and communication with parents regarding the team schedule and functions as directed by the coach. Following is a list of duties:

 

  1. Go to the club website: www.ekvcvolleyball.com and familiarize yourself with all the documents. Review the EKVC philosophy and the documents on the forms link.
  2. Familiarize yourself with the Volleyball Alberta website: http://www.volleyballalberta.ca/  This will provide you with all the information regarding the Premier and Provincial tournaments. Most teams will enter 1-3 of the Premier tournaments and all the teams enter Provincials. (Note – the entry fee has been collected for provincials – so do not collect that from your athletes.) Information for Nationals can be found here: https://www.volleyball.ca/ (tournament registration fees for this have also been collected as part of their EKVC fees).
  3. Coordinate with the coaches to organize a parents meeting to review the EKVC philosophy and the coaches philosophy. Discussion regarding commitment level and general expectations can be reviewed. This meeting can be short and brief at the end of an early season practice – generally second or third practice at the latest. Talk about how many events you plan on attending and the general costs of the events. (see the travel section below)Collect/confirm all contact information at this time: parent names, emails, phones, cell phones. The Club treasurer can be contacted to provide a spreadsheet of players.
  4. Make sure that each player is registered with EKVC and that their fees are paid. Players that are not registered – are not insured and this could present a problem for the club. If new players come to the practice – all the paperwork must be completed before a player steps on the court.
  5. Establish an email distribution list for the team. Sometimes each parent/guardian has their own email and you can ask if one could be sent to both emails.
  6. Collect the Code of Conduct form from each player and keep it in a binder. Forms are available on the club website.
  7. Collect a copy of each players Birth Certificate. These are essential for playing at Provincial and National tournaments, proof of players age is verified upon arrival.
  8. Collect Criminal Record checks for Coach, Assistant Coach, Manager, Trainer and other necessary team personnel like a Chaperone.
  9. The Club Administrator registers everyone in the NRS system which is the National Registration Service for Volleyball. Each player will then need to be validated.  Facilitate each player, manager and coach to register with NRS. The athletes must be registered with this to play in provincials. The EKVC members are prepaid – so ensure that no one pays if asked by the system. The goal is for each individual to go on and register with NRS – we are in the division “Sunny South”
  10. Recruit other parents to help with various duties. Some of the duties are:
  • booking accommodations and providing the manager with the costs for the tournament fee spreadsheet
  • chaperone(s)
  • Jersey tracking, care and cleaning
  • helping with scoring and lining at tournaments (see Volleyball Score sheet presentation on the website) – managers are responsible to keep the team organized so other travelling parents should be scorekeeping.
  • helping and providing food for home tournaments
  • fundraising for your team
  • first aid portion at events (taping, injury assessment etc) – not required but nice to have
  1. Attend the AGM and Managers meeting to collect team equipment: balls, bags, first aid kit and uniforms.
  2. Distribute jerseys and record numbers that each player has to make a team roster. You can find a Jersey sign out form on the EKVC website. When handing out uniforms – hand out the largest size to the largest/tallest people on the team. It is much easier for a team member to wear a shirt slightly too large vs one that is too tight. Provide your coaches with an electronic and hard copy of the roster. Collect the uniforms from the players at the end of the season. Managers should always bring a spare jersey to tournaments as they are required in case a player has blood on their jersey, it has to be changed.
  3. Volleyball AB is very strict with the uniform guidelines. The team shorts should be black in colour and similar length. The socks that the players wear all need to be the same colour and length – ie ankle, calf or knee socks.
  4. Make sure that you register and pay for your team entry fees in all the Premier and Provincial events. Premier 1 and Provincials are paid for. Tournament attendance is usually decided at the team meeting near the beginning of the season. Approximately 2 weeks prior to travelling to the tournament, send out the Tournament Fee information (see Website http://www.ekvcvolleyball.com/page/show/737936-manager-forms ) and collect from each player their portion of the entry fee. The tournament dates with deadlines are found on the Volleyball AB site. Cheques can be made out to you personally or to the team bank account, whichever is easiest. Volleyball AB fines teams that register for a tournament – but do not attend. The Club will also be sanctioned if teams do not show up to a tournament. It is possible to bring up players from a younger age group in some extenuating circumstances.

 

 

Travel

Please review the sample budgets on the EKVC website. Have a parent meeting to discuss how many parents will be travelling to the event.

There are generally two scenarios for tournaments, neither is right or wrong just options that appeal to the team(s).

Scenario 1: Younger age groups usually have more parents travelling so may choose to make their own arrangements for accommodation and travel. Some families choose to stay with friends or family. This scenario means that the manager is only responsible to book the coaches room and ensure there is a block of rooms available for parents to call and book. Players will stay with their parents and all costs will be covered by them.

Coach/Assistant Coach: All coaching costs are covered by the team which includes: room(s) or pillow fees, travel if coach is required to drive and a per dieum fee paid to coaches that travel with the team. Coaches should travel with a family and a seat belt fee paid as they are working the whole weekend so it ensures their safety while traveling. Please see the tournament fee spreadsheet on the website.

Scenario 2:  Players stay together as a team. Shared sleeping arrangements among teammates means there is less costs to the families. Parent drivers are still needed so the manager is responsible to ensure there is a block of rooms available. In this scenario, the manager provides the tournament fee spreadsheet to each family and collects the fees prior to traveling. Approximately 2 weeks prior to traveling to the tournament, send out the Tournament Fee information (see Website http://www.ekvcvolleyball.com/page/show/737936-manager-forms ) and collect from each player their portion of the entry fee.

Coach/Assistant Coach: All coaching costs are covered by the team which includes: room(s) or pillow fees, travel if coach is required to drive and a per dieum fee paid to coaches that travel with the team. Coaches should travel with a family and a seat belt fee paid as they are working the whole weekend so it ensures their safety while traveling.

Each team may decide how to do this slightly differently. Every effort should be made to keep the costs as low as possible. Ie: if there are two teams in the same age group traveling to the same tournament – and coaches are of the same gender – they are to share a hotel room.

Other costs are more dependent on the expectation of the individual players and/or their families.  For example: meals and spending money. It is reasonable to expect that this could amount to approximately $200 per tournament.

Teams should not travel to tournaments with fewer than 8 players. This increases the cost and injury or illness during a tournament could provide added stress for a team with low numbers.

Accommodation

Volleyball AB requires that teams use HTG Sports as the Accommodation booking partner. You will need to login to book https://secure.htgsports.com/HRMS.nsf/btsrp_VolleyBallAlberta?OpenPage

It is important when staying out of town that the team stays at the same facility, but when this is not possible, the manager should obtain phone/cell number for any players not staying at the same place. This is important in the event of tournament schedule changes. Managers or the parent responsible for team bookings are responsible for reserving hotel block booking at tournaments. PLEASE DO THIS EARLY AS POSSIBLE AS ROOMS BOOK UP EARLY. Make sure to send out deadlines for each tournament and info on the block of rooms that have been booked and the location. You also need to know which players are in rooms together or with their parents.

You may encounter a challenge with booking in that you often do not know the venue of the event until the draw comes out which is only one week before the tournament. Try to book a central location between the venues.

For National tournaments, familiarize yourself with Volleyball Canada’s Stay to Play policy.

 

Travel to the USA

Although it is not common, a few EKVC teams have travelled to Idaho/Washington to play in a tournament. Each child travelling must have ID, preferably a passport. Adults require a passport for crossing the US border. If a player is travelling with someone other than his/her parent, they must have a signed letter from all guardians giving permission for travel. Also photocopy your driver's license that shows your name and signature. (If parents are separated or divorced, there has to be a letter from both parents). If a player is traveling with one parent only, they need a letter from the non-custodial parent permitting this, whether the parents are married or not. There should also be a contact phone number in case Customs officials are randomly calling to check validity of travel (this does happen).

End of Season

You are welcome to arrange a year end party to close out the season. It is at the discretion of the team if they would like to do this and all costs will be the responsibility of the players. You can collect clean jerseys at that time and return them to the equipment manager.

Alternatively, remind players to bring an extra shirt at the end of their last game of the season. The coach/manager will then collect jerseys after the game and wash them prior to returning to the equipment manager.

Contact the equipment manager to return your balls, uniforms and first aid kit within 2 weeks of your last tournament.

Thank you for all your time and effort, it’s greatly appreciated!