Manager Handbook

Thank you for volunteering for Team Manager! Here is some informa9on you may find helpful.

Volunteer Requirements need to be done in order for you to be a Manager and instruc9ons are included in handbook.

Webpage/SportsEngine training will be done and coordinated by the Age Rep/Manager Coordinator and the Webpage Coordinator.

It would be beneficial for you to aIend BYHA Board Mee9ngs if you have any concerns or ques9ons- they are the second Wednesday at 6P in the BCA Mee9ng Room.

1. Webpage/Roster Setup- one of the first things you want to do is set up your email list and put your roster on your team webpage. (you will learn how to do this at the Webpage training session)

2. Team Mee9ng- Good to set up as soon as possible- can book the BCA mee9ng room through the Age Rep/Manager Coordinator who will contact the BCAC board member who will reserve the room and then place on the calendar. They will also no9fy a BYHA board member who needs to be at your team mee9ng. At the team mee9ng you can collect-

-DIBS $500 check- NEW! One check per player (up to two maximum from each family).Please communicate with other Reps and Managers about families with more than 2 players in BYHA and the collec9on of check. Must be handed in or player will be pulled from ice. Once all checks collected for team- place checks in envelope with roster copy and return to BYHA Treasurer or board member. You can find Dibs Handbook and Policy and How to Browse and Claim a Dib Items under the Home Tab -> Dibs Info on the BYHA Website. Current DIBs program informa9on included in this Handbook -Find Tournament Coordinator- Must iden9fy a Tournament Coordinator for your home tournament ASAP. Our Tournament Director is listed on the Contact page. Please let Director know who your Tournament contact will be. Included in this Handbook is a summarize duty list of the Coordinator.

3. Set up Sports engine app and instruct team to download. This is how you can communicate with your team through text.

4. Hotels- Many associa9ons are now booking hotel blocks and assigning hotels for teams. First step once you find out which tournaments you are in is to check the tournament’s associa9on website for hotel instruc9ons. It is also beneficial to check the tournament page for any roster or Tshirt deadlines. You should also check your schedule for any game swings that may require over night stays as those are team decisions and not booked by the coordinator.

5. Official rosters and s9ckers- these are obtained from the BYHA Registrar. They cannot print and send out roster and s9ckers un9l they get complete names and jersey numbers. Coaches may ask you to send. The Registrar will email you a roster and can meet you or set up a drop off loca9on for s9ckers. Rosters and s9ckers are carried to each game. 4 labels per game that go in scorebook. If you are not going to be at a game make arrangement for those items to be there. They will be handed to the scorebook keepers at the rink, seek out these people.

6. Scorebooks- some coaches may carry books, others may ask you to carry them. Ask your coach if they have one- they maybe able to obtain or the Age Rep/Manager Coordinator can find one for your team. Just ask around as to where you can find one. Should carry a scorebook to all games.

7. Home Game Schedules- home games requires your team to provide a scorebook keeper, clock, and penalty box worker. So for each home game you have 3 families assigned. Take a schedule of every home game and assign families. If unable to fulfill a shig they are responsible for finding someone to change shigs. Post this on your team webpage for team no9ce. Included in the Handbook is scoresheet instruc9ons and clock instruc9onal video for BCA is online on BYHA website. These shigs are not DIB eligible.

8. AM Breakfast Schedules- usually assigned by the Manager on rota9ng basis and if unable to provide for the day assigned the family can make arrangements to switch with another family.

9. Locker Room Monitors-Organize schedule with coach if needed. Some coaches will accept locker room responsibili9es. It is the manager’s responsibility to make sure this is being done per Safe Sport and social distancing guidelines for COVID. A schedule needs to be done for example if female player on boy’s team and/or male coaches for female team. All Locker Room Monitors need to complete the Volunteer Requirements as included. Please see aIached Locker Room Monitor (LRM) Summary and LRM policy numbers. Policies can be found on the BYHA website in Policy and Procedure aIachment.

10. District Score Repor9ng- all district game scores must be reported to D16. Copies of scoresheets must also be sent. Please see aIachment to see if this applies to your team and which teams are in your district. Including instruc9ons for sending informa9on.

11. Raffle 9ckets- Distribute BYHA raffle 9ckets. 20 9ckets per player- up to 2 players a family. Please communicate among Managers for families with more than 2 players. Checks of $400 are collected for families who are new to BYHA. Once all money and raffle 9ckets are returned at collec9on 9me, the check is returned. Please see helpful hints for successful raffle distribu9on and collec9on included.

12. Pictures- Distribute picture order forms, assist on picture night and deliver photo packages to families. Any issues with photos ordered go directly to Photography company.

Requirements for Volunteers 2020-2021 Season

Needed for those with direct player contact- Coaches, Age Reps, Managers, locker room monitors

-US Hockey Volunteer Registration Number -USA Hockey Background Check -SafeSport Certification

US Hockey Volunteer Number -usahockey.com

- go to become a member tab for ice manager/volunteers and register

USA Hockey Background Check -usahockey.com

- Player and Parents tab -> Safe Sport -> scroll down to quick links for Safe Sport Training and the Background check

Rules are always changing for the frequency of how often these requirements need to be done- simplest approach is to log into Safe Sport and it has a record of what needs to be completed. Background checks are now done by USA Hockey. If you were screened after April 1, 2019 for the 2019-2020 season by MN hockey, your screen will still be valid for the 2020-21 season. If it is prior to April 2019 you will need a new screening. All new screens done after April 1, 2020 will be valid for two seasons. The cost is $30.

USA registration number needs to be sent to BYHA Registrar and with that number -confirmation can be done for screening and Safe Sport completion.

byha_registrar@yahoo.com

DIBS Program 2020-2021 The BYHA requires each family to fulfill a certain number of volunteer hours and do a certain amount of fundraising each year in order to keep registra9on costs as low as possible. This volunteer requirement is necessary for the associa9on to be successful.

Please note that during the registra9on process, you were prompted to check a box acknowledging that if you do not fulfill your volunteer hours you will be charged a $500 penalty per child. A $500 check will be collected at the beginning of the year for each child (up to two maximum from each family). This deposit check will be held by BYHA (not cashed) un9l the end of the hockey season. If all volunteer shigs are completed the check will be shredded. If your volunteer shigs have not been met by March 31, 2020 the check will be cashed. The full amount of shigs need to be completed, if par9ally completed the full check will be cashed. Our goal is to not cash any checks, we would like everyone to meet their volunteer requirements.

BYHA u9lizes the DIBS online tool to manage volunteer hours. All volunteer opportuni9es will be available through the DIBS menu. If you do not see any available volunteer hours, they have been claimed. DIBS will be added as they become available. Please allow 9me for completed DIBS to show up on your profile.

Cancella9on of your claimed shig is generally allowed, as long as it is cancelled more than 72 hours before the shig is scheduled to start. If you are unable to complete a shig ager the cancella9on window you are responsible to find a replacement. Tournament shigs include rink manager, running the clock, scorebook/announcer, and penalty box.

Running the clock, scorebook, or penalty box during non-tournament games or scrimmages does not sa9sfy a DIBS requirement. Locker room monitoring or COVID related du9es for prac9ces and games does not sa9sfy a DIBs requirement. All of these team-related ac9vi9es need to be completed and each family is obligated to share in the performance of these du9es. Team managers will coordinate the comple9on of these du9es.

Each family is required to fulfill DIBS shigs for each player registered in BYHA up to a maximum of two players per family.

The required DIBS is 6 Per Player (6-Tournaments)

District Teams

Bantam AA Bantam B1 Roseau Bemidji Crookston LOW Roseau Warroad Bemidji Bagley EGF RLF TRF

Bantam B2 EGF White Bemidji

PWAA PW B1 Bemidji Bemidji Bagley EGF Roseau Warroad Hallock TRF RLF

PWB2 Bemidji EGF Crookston Walker

SQA SQB Bemidji EGF Roseau Bagley Bemidji White Crookston Warroad RLF TRF EGF Black EGF Green Hallock RLF Roseau Walker Warroad TRF Black, TRF Blue, Bemidji Blue

12U Bemidji EGF Warroad Crookston Roseau

10U Bemidji EGF Warroad Roseau A

Repor9ng District Scores

Scoresheets should be copied and sent to Mark EllioI for Bantams, PW and 12U by the home team. Via one of these methods - ellio;m@paulbunyan.net -1-218-759-9308 Fax -2030 Harding Cr SW Bemidji MN 56601 Game scores need to be reported to Mike Peterson via the District 16 web site for Squirts, Pee Wees, Bantams, 10U, 12U by 10 p Monday. To report:

- Go to mnhockeyd16.org. Find D16 standings tab and scroll down to find the District 16 Score Reporting Link

Any cancelled or rescheduled games relay to the district by the home team to the following-

Michael Peterson MN District 16 Sta9s9cian mndistrict16stats@gmail.com 218-779-7780

Tournaments

Please let Rob know asap who your Coordinator is so he can send any info he has. Rob Fraik is our Tournament Director – 218-244-8919 bemidjihockeytourney@gmail.com Tournament Dibs are covered by doing tournament coordinator. About a week or two before you can grab the Tournament book.

Coordinator finds Rink managers for the tournament. A Rink manager generally is someone familiar with hockey rules, tournaments, clock, scorebook etc. Rink managers are in charge of making sure the tournament runs smoothly, keeps the peace, fills in when people don’t show up, communicate scores between rinks, figures out points for playoff etc….calls teams to let them know when they play Sunday.

Rink Managers need to be at the rinks at all 9mes during the tournament. Rink managers get Dibs for their shigs (2-3 hrs). I usually get a game schedule and then make a list of games and have my team sign up first. I try coaches first as they are experienced with hockey and then move on to people I know. Like I said you don’t want a new Mite parent with no experience with clock signing up for a rink manager shig.

Rink Managers are what I start with first once I get the brackets. Rob will give you the Rink Binders- one to each rink and he will also give you a tournament coordinator book. The week of tournament —Stuff tournament programs with rosters/schedules ( pick up from Arrow) Pick up bracket boards (Kraus Anderson) Trophies 1/2/3 from Ken K Any goody bags your team would like to put together for team- accept dona9ons from team families and/or family businesses. Bemidji businesses are constantly being asked for dona9ons and with tournaments one week ager another I am sure it gets 9resome. Any decora9ons The day before or day of- Registra9on with Minnesota hockey posted at each arena next to brackets. Bracket boards up Make sure tournament pucks at each rink and scorebooks I like to have extra pens and dry erase and markers for bracket boards.

List of cell phone numbers of Rink Managers at every rink so you can call scores to other rinks Make sure scorebook people are announcing goals etc

Hand out apparel to teams Have a check in point or mul9ple to give out apparel, goodies and check rosters and obtain a current contact number for the team prior to teams first games. Due to new gambling license with pulltabs- all raffles, 50/50, chuck a puck etc must be approved by the Gambling CommiIee. Paperwork may need to be done

Jim MarcoIe- - marcoIe@paulbunyan.net 556-1487

Raffle Tickets

Distribute and collect 9ckets, 20 9ckets- $20 each. Collect $400 Deposit check from first year families, that is returned when money and 9cket stubs returned. This is for first year player with no older siblings in hockey. Families new to BYHA. All ques9ons can go to Age Rep/Manager Coordinator who can get you in contact with Raffle manager. Compose a spreadsheet that includes-

Player name, Parent name, Parent phone number, Raffle 9cket range #’s, if $400 check collected, parent sign out column. Returning-have parent sign again with date, column to check that $400 check returned, column to check $400 is present and rewrite the range of stubs handed in. Upon return of raffle 9ckets and $400, check to make sure stubs and $400 total are in envelopes handed in. So I would ask envelopes are not sealed, stubs should be in order and encourage (but not required) $400 check from family. That is instead of a big bunch of money- the family can take the cash and write BYHA a check for $400. On the front of the envelope handed in by the family should be player name, 9cket stub number range, age level.

Example of Raffle 9cket info for parents:

Raffle ticket info

*All 20 tickets must be sold (either to someone else or buy them yourself)

*If you lose any tickets please let us know ASAP

*Tickets and money will be collected mid-January. We will send out a date

when the board gives us a deadline.

*Please return the money and contact info portion of the tickets in number

order in an unsealed envelope labeled with your child’s name, team, and

ticket number range.

*If possible, please collect money to yourself and then write one check to BYHA. This is not required, but it makes the process so much easier for the volunteers who count and record all of the raffle money

BYHA Contact numbers-

Age Rep/Manager Coordinator- Leslie Gessner 218-766-2822 lesgess@yahoo.com Registrar- Betsy Bignall byha_registrar@yahoo.com -rosters, team s9ckers Website- Patrick Quinn- found on contact page of website -any issues with opera9ng webpage or sending emails

Dibs contact (Angie Rogers-Elstad) found on Contact page of website -any Dibs ques9ons Equipment- -jerseys SafeSport-

-Locker Room Monitor ques9ons Covid Response Coordinator-Kayla Winkler 218-760-4314 kaylawinkler16@gmail.com

Locker Room Monitors per Safe Sport Policy

Locker Room Monitor

All Squirt through Bantam and corresponding girl’s teams must have locker room monitors. Locker room monitors must complete Safe Sport and pass a background check. Coaches are locker room monitors by default.

Locker room monitors must be present anytime two or more players are in the locker room. Locker room monitors are required before and after practice and before and after games, or any team sponsored activity that involves locker rooms. Present means in the locker room or within close reach of the locker room. Locker room monitors should not be in the locker room with only one player. Remember the rule of three. The exception to this guide line is if the player is the locker room monitor’s child.

If a girl or girls are on a boys’ team, they must have a safe and secure place to change into and out of their hockey gear. If there is not a separate area for the girl to change, they must change before or after the boys in the locker room. The girls and boys can be in the same locker room before and after a practice or game as long as everyone is dressed.

Safe sport module and background check forms can both be found on the USA Hockey website.

BYHA policy is found Article 3.07 and 3.08 which is found on webpage under Board -> Minutes

Article 3.07        LOCKER ROOM MONITORINGNovember 10, 2010 DISTRICT 16 POLICIES FOR TEAM LOCKER ROOM MONITORINGBackground: In June 2010 the USA Hockey Board of Directors adopted a policy mandating locker room monitoring for all USA Hockey youth teams, including teams of all USA Hockey affiliates. The rule simply provides that teams “...have at least one responsible adult present directly monitoring the locker room during all team events....” USA Hockey 2010-11 Annual Guide, p. 35. Policy1.          The Locker Room Monitor (hereafter LRM) can be the head coach, assistant coach or someone approved by the head coach and the president of the local association (or his/her designated person). 2.          The LRM will be a responsible adult. Responsible adult is any person of the age of twenty-two or older that has passed the background screening check of Minnesota Hockey. In addition, rostered coaches are all considered a responsible adult.3.          All locker room monitors must be screened in accordance with the MN Hockey Screening Policy. 4.          The locker room monitors should be carefully chosen, and understand that their role is strictly supervision of the locker room. The non-coach locker room monitors are not coaches and should not attempt to be such. 5.          The (non-coaching) locker room monitors must be gender correct. 6.          All team events where a locker room (including all rooms where players gather) is used require a locker room monitoring. LRM will be used until the last player has left the room. 7.          The locker room monitor (LRM) will not be physically in the locker room with the exception for injured players, when enforcing rules, or if another adult, such as a parent, is present. 8.          The LRM will be within five feet of the door at all times. The LRM will monitor the room by listening and opening the door periodically (every two or three minutes). If necessary to enter the room the LRM will keep the room door open to conduct business. 9.          Any enforcement efforts necessary will be reported orally to the head coach and the president of the local association. Any criminal acts (such as vandalism) and any harassing activity (including physical confrontations) will be reported to the head coach, association president and District Director in writing within twenty-four (24) hours of the incident. 10.              All association presidents and all head coaches will correspond to the District Director in writing that they have read and understand this policy by November 20, 2010 and annually thereafter by that date.11.                The penalties of non-Minnesota Hockey or criminal type will be determined by the local association. As with all actions taken at the local level this provision is subject to appeal to the District Director.12.                Violations of Minnesota Hockey rules or those of a criminal nature will be investigated by

the District Director with aid from the Assistant District Director. The Director and Assistant will determine the penalty. The Director’s findings are subject to filing of a grievance with Minnesota Hockey (MH). MH has the power to find in a different manner and to enforce the penalty given, reduce the penalty or assess a greater penalty even without a change in findings.Article 3.08        LOCKER ROOM ENTRY PROCEDURESNovember 2010 It is a BYHA Board directive that the below procedure be followed by all coaches, parents, players, etc. for Locker Room Entry. BYHALocker Room Entry ProcedureIf entry is required by anyone (coaches, parents, players, etc.) into a locker room occupied by the opposite gender the following procedure is to be followed. If the locker room gender is of any question, also follow this procedure.•            knock on the door to get the attention of the locker room occupants •            slightly crack the door open and announce who you are and that you would like to enter the locker room. Also ask “is everyone decent?” or “is everyone dressed?” •            only enter if you receive a positive response to the question of “is everyone decent or dressed?” •            upon entering the locker room, make sure any players that might be in the restroom are also aware of your presence in the locker room by knocking on the door or having a gender correct player go in and notify them

Using the SportsEngine Mobile App We know your time is precious. The SportsEngine mobile app allows you to manage your schedule, communicate with your coach and other parents, and RSVP to events and games. It also provides features like sharing photos with your team and if you are the designated game day scorer, keep the score up to date in realtime.

Getting the App

You can download the mobile app from the Apple AppStore and from Google Play Store by searching for

SportsEngine and downloading the app with the NBC SportsEngine logo. Once you download the app, you will need to login with your SportsEngine account. After a moment, all of the teams that are associated with your family’s account will appear in the favorites tab. If there are old teams that you are no longer interested in, simply swipe left and they will be removed.

Adding a Guardian

We know that more than one person needs to be kept in the loop on games, practices and events as well as needs to chat with team parents and staff. You can add a guardian to each athlete on your account so they can be in the loop too.

1. Click on the Account tab

2. Select the athlete for which you’d like to add a guardian

3. Select the guardians tab and choose ‘Add Guardian’

4. Simply enter their email. The guardian will get a notification letting them know they have been added. If they already have a SportsEngine account, they can simply accept the guardianship. If not, they will be prompted to create an account. You will receive notification once the guardianship is completed.

My Schedule

You can view the schedule within the mobile app, but more importantly, you can add it to your personal calendar. To add to your personal calendar:

1. Click on the Favorites tab

2. Select your team

3. Click on the arrow icon and choose if you want to include game and practices or just games

NOTE: You can also do this from a desktop following the instruction linked above.

Team Chat

Forget if you were assigned to bring treats to the practice? Need to find a ride for your child? You can easily chat with the team from the mobile app following these steps:

1. Click on the Favorites tab 2. Select your team 3. Click on the chat tab 4. Type in your message, photo or video. Your message

will be delivered to the team and members will receive a push notification

NOTE: You can also send direct 1:1 messages using the message function.

Scoring a Game If you are the designated scorekeeper for a game, you can keep the score up to date through the game or just enter it at the end and update the game status to complete.

Scorebook Example for Parents