Team Managers Help Keep Things Running
The LAHA program and each team would not function smoothly if it were not for team managers. These are volunteers who help act as the conduit for communication between coaches and parents and between the LAHA Board and parents.
Team Managers are listed on the Teams page.
Team Managers are listed on the Teams page.
Resources
Required Screening
As a team manager, there are three things you need to complete before the start of the season. These are for your protection and for the protection of others on your team.
Once these items are complete, please send your USA Hockey number, SafeSport completion certificate and a copy of your background check submission to the LAHA Registrar.
As a team manager, there are three things you need to complete before the start of the season. These are for your protection and for the protection of others on your team.
- Volunteer Registration (this is free and is good for one season)
- SafeSport Training (this is free and is good for two seasons)
- Background Check (~ $23 and is reimbursable for coaches and managers at the end of the season, good for two seasons,
GOOD DEED CODE: 9mxa215)
Once these items are complete, please send your USA Hockey number, SafeSport completion certificate and a copy of your background check submission to the LAHA Registrar.
Communication
The number one, biggest job of a team manager is to be the conduit of information between the coaches and player families, as well as between the LAHA Board and player families. Don't feel like you have to know everything. It's okay to say, "I don't know." But, know that you have resources and people you can ask. So, when asked a question you don't know the answer to, the best thing to do is to say that you will find out and get back to them. It is far better to do that than to take a guess.
A tool that has helped teams with communication, especially about who will be attending games, etc., is an application called TeamSnap. This can be used online as well as downloaded to your phone. The application is free, although it will promote a paid version about 30 days after you create an account. Don't worry, you can do everything you need to do with the free version. TeamSnap allows you to enter all of your team players, assign parents/family members to each player, keep track of your game schedule, note who will be going/not going, have a team chat, and send text alerts.
Managers: Team Snap will be setup for each team by LAHA to ensure consistency and accuracy association wide. This will also allow for urgent communications to be sent out from a central source to all teams. Managers and coaches will be made admins of their individual team accounts.
Check it out here: www.teamsnap.com
The number one, biggest job of a team manager is to be the conduit of information between the coaches and player families, as well as between the LAHA Board and player families. Don't feel like you have to know everything. It's okay to say, "I don't know." But, know that you have resources and people you can ask. So, when asked a question you don't know the answer to, the best thing to do is to say that you will find out and get back to them. It is far better to do that than to take a guess.
A tool that has helped teams with communication, especially about who will be attending games, etc., is an application called TeamSnap. This can be used online as well as downloaded to your phone. The application is free, although it will promote a paid version about 30 days after you create an account. Don't worry, you can do everything you need to do with the free version. TeamSnap allows you to enter all of your team players, assign parents/family members to each player, keep track of your game schedule, note who will be going/not going, have a team chat, and send text alerts.
Managers: Team Snap will be setup for each team by LAHA to ensure consistency and accuracy association wide. This will also allow for urgent communications to be sent out from a central source to all teams. Managers and coaches will be made admins of their individual team accounts.
Check it out here: www.teamsnap.com
Materials/Binders
As team manager, there are a handful of items you should keep handy at all times, as well as other items that you might just find helpful.
As team manager, there are a handful of items you should keep handy at all times, as well as other items that you might just find helpful.
- A 3-ring binder, 1.5" thick is a good size
- Clear sheet protectors
- A 3-ring binder pocket envelope with 3"x3" sticky notes, pens
- Lined paper (sometimes coaches need paper and/or pens for games or practices)
- Printouts of the waivers for each player (slip these into the sheet protectors, one packet per player)
- Pre-printed roster stickers
- Blank scoresheets
- A copy of your official USA Hockey team roster
- A copy of your USA Hockey Volunteer registration
- A copy of your SafeSport completion certificate
- A copy of the USA Hockey insurance claim form
- A copy of your travel permit(s)
- A copy of your hotel block agreement(s)
- A copy of tournament schedules/details
- Parent contact list
Board Meetings
The LAHA Board meets once per month, typically during the first week of the month. It is highly encouraged for team managers and/or a team representative attend these meetings. Your input is greatly valued and you are able to provide insight as to what is going on with your team and families. In addition, you will be able to relay important information to your families from the items discussed during the meetings. Board meetings are listed on the LAHA Calendar.
The LAHA Board meets once per month, typically during the first week of the month. It is highly encouraged for team managers and/or a team representative attend these meetings. Your input is greatly valued and you are able to provide insight as to what is going on with your team and families. In addition, you will be able to relay important information to your families from the items discussed during the meetings. Board meetings are listed on the LAHA Calendar.
Games
When your team is hosting another team at home, you are required to have volunteers for the following positions:
When your team is hosting another team at home, you are required to have volunteers for the following positions:
- Penalty Box Attendant
- Scorekeeper
- Time Clock
Staffing the Penalty Box
When your team is hosting a game and oftentimes when playing away games, you will need to coordinate a parent volunteer to staff the penalty box. Sometimes, during tournaments, host organizations will staff penalty boxes for all teams but you should be prepared just in case.
When staffing the penalty box, all that is entailed is having an adult willing to sit in the penalty box for your team to act as a box supervisor. Children are not allowed in the penalty box nor are they allowed to serve as box attendants. He or she will be responsible for opening the box door to allow in players when assessed penalties. He or she is also responsible for making sure players get back on the ice on time when their penalties expire. There is no special training for this and volunteers for penalty box are not required to complete SafeSport or background checks.
When your team is hosting a game and oftentimes when playing away games, you will need to coordinate a parent volunteer to staff the penalty box. Sometimes, during tournaments, host organizations will staff penalty boxes for all teams but you should be prepared just in case.
When staffing the penalty box, all that is entailed is having an adult willing to sit in the penalty box for your team to act as a box supervisor. Children are not allowed in the penalty box nor are they allowed to serve as box attendants. He or she will be responsible for opening the box door to allow in players when assessed penalties. He or she is also responsible for making sure players get back on the ice on time when their penalties expire. There is no special training for this and volunteers for penalty box are not required to complete SafeSport or background checks.
Being the Scorekeeper
When you are the home team at your home arena, you are responsible for having a volunteer to keep score. This individual records the goals, penalties, and shots on goal for each team. SafeSport and background check is not required for this task.
Before the game begins, you will want to make sure the following is completed:
After the game is over, you will need to make sure the following occurs:
When you are the home team at your home arena, you are responsible for having a volunteer to keep score. This individual records the goals, penalties, and shots on goal for each team. SafeSport and background check is not required for this task.
Before the game begins, you will want to make sure the following is completed:
- Rosters are stickered on each sheet or handwritten for both home and away teams
- All coaches are listed, along with their CEP numbers and expiration dates
- Both head coaches have signed their sides of the scoresheet
- The game date, time, location, and scorekeeper information is entered
After the game is over, you will need to make sure the following occurs:
- All game stats are entered correctly
- Both referees have signed off on the scoresheet
- You give the 'gold' copy to the referees
- You give the 'pink' copy to the away team coach or manager
- You give the 'light yellow' copy to the home team coach or manager
- You give the 'white' copy to the LAHA Board
Running the Time Clock
When you are the home team at your home arena, you are responsible for having a volunteer to run the time clock. This individual records the goals and penalties for each team. Training for how to run the clock is highly recommended and you may want to have a few different people trained so you have backup if needed. SafeSport and background check is not required for this task.
Unless otherwise directed, games for LAHA run as follows:
When you are the home team at your home arena, you are responsible for having a volunteer to run the time clock. This individual records the goals and penalties for each team. Training for how to run the clock is highly recommended and you may want to have a few different people trained so you have backup if needed. SafeSport and background check is not required for this task.
Unless otherwise directed, games for LAHA run as follows:
- One 3-5 minute warm-up period (varies depending if refs and nets are on the ice on time)
- Three 17 minute, running clock periods (18U games are three 17-minute stop clock periods)
- One-minute breaks between periods
- Penalties are 3 minutes if running clock, 2 minutes if stop clock
- If in the 3rd period, the score is 2 points or less apart when there is 2 minutes left, switch to stop clock.
- Stop clock means you stop the clock from running with every whistle and you start the clock with every puck drop
- If the game is running long for some reason and having a 17-minute 3rd period would mean running past the one-hour mark, ask the refs if you should shorten the period. If yes, set the time to the number of minutes that take you up to the one-hour mark. For example, if you are at 4:45pm and your hour is up at 5:00pm, you will have a 15-minute 3rd period instead of 17 minutes.
Scoresheets
You will need to keep with you a supply of scoresheets. In an average season, most teams will participate in somewhere between 20 and 30 games (including tournaments). You should keep roughly 15-20 scoresheets to get you through the season. To get scoresheets, let a LAHA Board member know.
A real time saver when it comes to scoresheets is having your rosters pre-printed on labels. You will need 4 labels for each game since the scoresheet has 4 layers and each layer will need a sticker. There are different templates and sticker sizes you can use. A popular size is a 2"x4" Avery label.
You will need to keep with you a supply of scoresheets. In an average season, most teams will participate in somewhere between 20 and 30 games (including tournaments). You should keep roughly 15-20 scoresheets to get you through the season. To get scoresheets, let a LAHA Board member know.
A real time saver when it comes to scoresheets is having your rosters pre-printed on labels. You will need 4 labels for each game since the scoresheet has 4 layers and each layer will need a sticker. There are different templates and sticker sizes you can use. A popular size is a 2"x4" Avery label.
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Tournaments
Your team (10U and older) has funds to participate in up to two away tournaments and one home tournament (Ice Cup). Away tournaments are encouraged to be within a 200 mile radius of Eugene so that you can have the most number of players able to participate. If your team wishes to attend a tournament that is outside this radius, you will need to seek approval from the LAHA Board. Note that popular tournaments tend to fill up quickly so you will want to register your team as early as possible (i.e. mid-late October or sooner).
To pay for registration fees, it is suggested that you request a check from the LAHA Treasurer. If credit card payment is required by the host organization, let the Treasurer know as he/she can make the payment for you. As a last resort, you can pay for the fees and submit a request to LAHA for reimbursement. A receipt and/or documentation showing payment made is required for reimbursement. No exceptions.
Your team (10U and older) has funds to participate in up to two away tournaments and one home tournament (Ice Cup). Away tournaments are encouraged to be within a 200 mile radius of Eugene so that you can have the most number of players able to participate. If your team wishes to attend a tournament that is outside this radius, you will need to seek approval from the LAHA Board. Note that popular tournaments tend to fill up quickly so you will want to register your team as early as possible (i.e. mid-late October or sooner).
To pay for registration fees, it is suggested that you request a check from the LAHA Treasurer. If credit card payment is required by the host organization, let the Treasurer know as he/she can make the payment for you. As a last resort, you can pay for the fees and submit a request to LAHA for reimbursement. A receipt and/or documentation showing payment made is required for reimbursement. No exceptions.
- Oregon Tournaments
- Pacific District Tournaments
- Travel Permit (for tournaments outside of Oregon)
- Travel Permit (for tournaments in Canada): Must be completed 60 days before travel. Contact LAHA President for Permit.
Team Travel
As team manager, one of your other responsibilities is to coordinate the travel arrangements and permits for your families. When traveling for a regular season away game (non-tournament), you will want to call local hotels and ask for a block of rooms. Doing this will get you a discounted rate and oftentimes a unique web link so your families can make their reservations. When searching hotels, consider a mid-range hotel and national chain. Many families participate in points programs and may be able to benefit from this type of selection. The best type of rooms to get are double queens. Some chains may have you take a few rooms with king beds but try to get as many double queens as you can.
For tournament travel, it is normal for there to be designated event hotels. Chances are, you will be required to have the team stay at one of these pre-selected hotels or else face a fine/penalty from the tournament organization. Tournament hotels do fill up quickly so you will want to call early to reserve your block of rooms.
If your team is traveling out of state, you will also need to complete and submit a travel permit to the state association (OSHA).
Travel Permit Download
As team manager, one of your other responsibilities is to coordinate the travel arrangements and permits for your families. When traveling for a regular season away game (non-tournament), you will want to call local hotels and ask for a block of rooms. Doing this will get you a discounted rate and oftentimes a unique web link so your families can make their reservations. When searching hotels, consider a mid-range hotel and national chain. Many families participate in points programs and may be able to benefit from this type of selection. The best type of rooms to get are double queens. Some chains may have you take a few rooms with king beds but try to get as many double queens as you can.
For tournament travel, it is normal for there to be designated event hotels. Chances are, you will be required to have the team stay at one of these pre-selected hotels or else face a fine/penalty from the tournament organization. Tournament hotels do fill up quickly so you will want to call early to reserve your block of rooms.
If your team is traveling out of state, you will also need to complete and submit a travel permit to the state association (OSHA).
Travel Permit Download
Player/Team Stats
While stats are recorded on scoresheets, LAHA encourages emphasis be placed on team accomplishments vs. individual player accomplishments. As such, we don't suggest tracking or sharing individual player stats.
While stats are recorded on scoresheets, LAHA encourages emphasis be placed on team accomplishments vs. individual player accomplishments. As such, we don't suggest tracking or sharing individual player stats.
Locker Rooms
During the season, the coaches of your team will need help supervising players in the locker rooms. Per SafeSport, you need two adults in the locker room at all times. The only exception is when an adult is in the locker room with only his/her own child. Coaches need to be able to be on the ice getting ready for practice which is why parent locker room monitors are so important.
Any adults who will be in the locker rooms more than 'once in a while' need to complete both their SafeSport training (this is free) and complete a background check. These two items are mandatory and are in place for the protection of everyone, not just the kids. Both items are good for two years once completed.
Players are not allowed to be in locker rooms alone. Gear is to be dropped off in the lobby and then teams will enter the locker room together as a group.
Cell phones, cameras, and other recording devices are never allowed in the locker rooms. No exceptions. If an adult must take a phone call/text, they need to exit the locker room before answering.
If players just need to have help with tying their skates, they should come out of the locker room to have an adult help them. Adults who routinely enter the locker room without having their SafeSport training or background checks completed should be referred to the LAHA Board immediately so appropriate corrective action can be taken.
During the season, the coaches of your team will need help supervising players in the locker rooms. Per SafeSport, you need two adults in the locker room at all times. The only exception is when an adult is in the locker room with only his/her own child. Coaches need to be able to be on the ice getting ready for practice which is why parent locker room monitors are so important.
Any adults who will be in the locker rooms more than 'once in a while' need to complete both their SafeSport training (this is free) and complete a background check. These two items are mandatory and are in place for the protection of everyone, not just the kids. Both items are good for two years once completed.
- SafeSport Training
- Background Check (must be completed before being allowed alone with children)
Players are not allowed to be in locker rooms alone. Gear is to be dropped off in the lobby and then teams will enter the locker room together as a group.
Cell phones, cameras, and other recording devices are never allowed in the locker rooms. No exceptions. If an adult must take a phone call/text, they need to exit the locker room before answering.
If players just need to have help with tying their skates, they should come out of the locker room to have an adult help them. Adults who routinely enter the locker room without having their SafeSport training or background checks completed should be referred to the LAHA Board immediately so appropriate corrective action can be taken.
Conflicts/Disciplinary Issues
At times, you may encounter conflicts or disciplinary issues between parents, between players, or between teams. Never try to settle these issues on your own. Do not allow parents to take issues into their own hands either. The LAHA Board has a disciplinary committee and a protocol for taking appropriate action to resolve issues as they arise. When in doubt, notify a LAHA Board member in writing and he/she can relay the details to the necessary body so resolution can be achieved.
At times, you may encounter conflicts or disciplinary issues between parents, between players, or between teams. Never try to settle these issues on your own. Do not allow parents to take issues into their own hands either. The LAHA Board has a disciplinary committee and a protocol for taking appropriate action to resolve issues as they arise. When in doubt, notify a LAHA Board member in writing and he/she can relay the details to the necessary body so resolution can be achieved.
Concussions & Other Injuries & Insurance Claim Form
Like any sport, players run the risk of injury while engaging in hockey activities. The protocol, per USA Hockey, is that if a coach suspects a player has suffered a concussion or is otherwise injured and their ability to play is compromised, he or she is authorized to remove the player from participating. The player will be allowed to return to participate only with a clearance letter from a doctor who is not related to the injured player. Parent authorization, "my child is better" will not be sufficient in allowing the player to participate. The driver behind this policy is a commitment to player safety.
If a player sustains an injury during practice, a game, or at a tournament, take the appropriate medical action per the "Consent to Treat" waiver signed by the player's parent(s). This will designate where to seek treatment and who to contact in the case of an emergency. You should carry this form with you in your team binder or have quick electronic access to this document at all times.
Like any sport, players run the risk of injury while engaging in hockey activities. The protocol, per USA Hockey, is that if a coach suspects a player has suffered a concussion or is otherwise injured and their ability to play is compromised, he or she is authorized to remove the player from participating. The player will be allowed to return to participate only with a clearance letter from a doctor who is not related to the injured player. Parent authorization, "my child is better" will not be sufficient in allowing the player to participate. The driver behind this policy is a commitment to player safety.
If a player sustains an injury during practice, a game, or at a tournament, take the appropriate medical action per the "Consent to Treat" waiver signed by the player's parent(s). This will designate where to seek treatment and who to contact in the case of an emergency. You should carry this form with you in your team binder or have quick electronic access to this document at all times.
Handling Money
As a rule of thumb, team managers should not need to handle money from team members. All team tournament fees have been collected with registration and expenses can be paid for by the LAHA Treasurer. This has been designed for your protection and to minimize any loss or misuse of funds. If you do find yourself handling cash, keep all funds secure, count in front of a witness, and transfer large amounts to a LAHA Board member for deposit as soon as possible.
As a rule of thumb, team managers should not need to handle money from team members. All team tournament fees have been collected with registration and expenses can be paid for by the LAHA Treasurer. This has been designed for your protection and to minimize any loss or misuse of funds. If you do find yourself handling cash, keep all funds secure, count in front of a witness, and transfer large amounts to a LAHA Board member for deposit as soon as possible.
Team Celebrations/Awards
As you near the end of the season, team managers should coordinate with coaches about planning the team celebration/awards party. Starting with the 2018-19 season, LAHA is no longer collecting this money with the registration process. Team managers will need to coordinate with their coaches and families for what the team would like to do and collect the necessary funds to cover any expenses.
Typically, team celebrations have been held at the Lane Ice Center, although alternate locations are just fine to use. If you wish to use the Lane Ice Center, you will want to coordinate the details with The Rink Exchange. No outside food/drink is allowed with the exception of a team cake/cupcakes.
As for awards, you have lots of options. In the past, teams have awarded a variety of items to the players and coaches. These have included certificates, trophies, personalized shirts, sweatshirts, etc. All LAHA asks is that the items given to players make sense for the age group and not be too outlandish. It's about celebrating the season, not getting gifts.
As you near the end of the season, team managers should coordinate with coaches about planning the team celebration/awards party. Starting with the 2018-19 season, LAHA is no longer collecting this money with the registration process. Team managers will need to coordinate with their coaches and families for what the team would like to do and collect the necessary funds to cover any expenses.
Typically, team celebrations have been held at the Lane Ice Center, although alternate locations are just fine to use. If you wish to use the Lane Ice Center, you will want to coordinate the details with The Rink Exchange. No outside food/drink is allowed with the exception of a team cake/cupcakes.
As for awards, you have lots of options. In the past, teams have awarded a variety of items to the players and coaches. These have included certificates, trophies, personalized shirts, sweatshirts, etc. All LAHA asks is that the items given to players make sense for the age group and not be too outlandish. It's about celebrating the season, not getting gifts.