Mite Manager Checklist

If you are a Team Manager, the below checklist will help you prepare for and execute the season. If you have any questions, feel free to reach out to our Team Managers Coordinator, Sarah Halack, at shalack@me.com.

• Seeding round (6 games): The seeding round games will be scheduled by the Hockey Director. The games will be posted on the Crossbar team calendar.

• Set up team operations: Solicit volunteers from the team to fill the roles of Treasurer, Social Chair, Tournament/Trip Coordinator, and Communications Liaison.
• Treasurer: Manages team finances from slush fund: paying the team bills (tournaments, dinners, gifts) and any other accounting that needs attention.
• Social Chair: Arranges social events for the team: planning team parties and bonding activities throughout the season, as well as an end of season party.
• Tournament/Trip Coordinator: Arranges events/activities for down time at tournaments and plans goody bags, door signs, etc.
• Communications Liaison: Responsible for providing updates, photos, videos, etc. to the Club communications team for sharing on website and social media channels. This person sends information to communications@jrtrevianshockey.com.

• Establish slush fund: Ask each family to donate for the slush fund. Approximately $250-$300 is a good starting point. These funds pay for the tournament registrations, coaches hotel rooms and gas fees during tournaments, social events at tournaments, coaches' gifts, etc. Parent coaches are not reimbursed for travel unless they are the head coach.

• Ensure all parents have downloaded the CrossBar app: This will allow families to see the current calendar, team roster, contact information of other parents, and access the chat feature. The chat feature cannot be accessed through the computer, so ensure all parents download the app so they can communicate with other parents on the team.

• Season kick-off party: Arrange for a start of the season team bonding event or team dinner. Thursday through Sunday the first two weekends of the season work well for this.

• Weekly emails: We highly recommend sending a “Week Ahead” email on Sunday nights to communicate any upcoming events or changes. This is a good time to coordinate who will be running the clock and scoresheet for any upcoming home games. It can be easiest to link to a Google doc or Signup Genius for sign-ups. This is also a good time to reiterate arrival time for players on game days. Players must arrive 45 minutes before the puck drop to allow ample time for dryland warm-ups, changing, and a coach chat with the team.

• Schedule tournaments: Again, the Hockey Director will schedule your tournaments: one (1) out-of-town tournament in the early fall and one (1) local tournament over Thanksgiving break. The team can decide it is wants to do another tournament, which is typically held over MLK, Jr. weekend in January. The Hockey Director will also establish a block of rooms with a special group rate at one of the participating hotels.* As the team manager, you are responsible for disseminating the information about the tournament and hotel block to your team. *Note, tournaments are typically “stay to play,” meaning you must stay “as a team” at one of the hotels that they choose in order to play at the tournament.

• GameSheet and roster stickers: Scoring will be done on an iPad via as program called GameSheet. Parents volunteering to help with scoring should watch this brief GameSheet tutorial. As the manager, you are also responsible for providing roster stickers. Roster stickers will only be needed for tournaments. These go on the scoresheets and are given to both teams and the tournament coordinators after each game. Please be sure to bring at least 15 stickers per tournament. You should plan to create these on Avery label template #5163, which seems to work best.

• Time keeper: You must provide a parent volunteer for all home games. There are scoreboard instructions in each scoring booth. The North Shore Ice Arena clock can be a little confusing at first. Rink managers or Zamboni drivers are the point of contact for major scoreboard issues. Note, please also be aware of the "Mercy Rule." All goals are recorded on the official scoresheet. However, when a team is up by more than five (5) goals, it is typically not reflected on the scoreboard. You will also run the clock continuously in the 3rd period (and ONLY in the 3rd period) whenever there is a five (5) or more goal differential. Revert to normal stoppage if the goal differential becomes four (4) goals.

• Score keeper: You must provide a parent volunteer for all home games. This parent keeps score during the game on GameSheet using an iPad. Parents volunteering to help with scoring should watch this brief GameSheet tutorial.

• Penalties: You may be asked to provide a parent volunteer to operate the penalty box doors. Coaches will signal to the box attendant whether the player should skate directly to the bench or take another shift on the ice. Check out the CUHL Scorer's Box Quick Reference Guide.

• Referees: The Hockey Director will work with CUHL to schedule referees. If a game is rescheduled, make sure the Hockey Director is aware, as referees will need to be requested. Parents are NOT to abuse referees, as outlined in Zero Tolerance Policy. When you are the home team, team managers must confirm referees are present (i.e., check the referee's locker room 20 mins before game time). If they are not present, call the Hockey Director.

• Locker room assignments: Home games are self-explanatory, as they are posted upon entry. Away games are similar but they sometimes require a driver’s license or set of car keys in exchange for the locker room key at a front desk. The players are expected to treat the locker room with respect and clean up after themselves. It is the manger’s responsibility to ensure that it is clean and locked up.

• Manager folders: These binders/folders must be brought to all games...home and away. Find another team parent to bring it if you can’t be there. They should include:
• Team Roster
• CUHL Playing Rules
• Birth Certificate Copies
• Consent to Treat Forms
• Liability Waiver

• Regular CUHL season (9 home games/ 9 away games): At the end of the seeding round, you will need to schedule the regular CUHL season games. It has been done remotely, which makes it a bit easier. You will get a list of who you will be playing and if the games will be home or away. Many have found that a Sign-up Genius works well for scheduling these games. You will list your home ice on the Sign-up Genius and send it out to the managers in your bracket. The other managers will do the same, sending you their home ice, giving you the opportunity to take what works best for your team.

• Prior to scheduling:
• Know your coaches and goalie(s) black out dates.
• Schedule distant locations FIRST and on weekends. Consider travel route, time of year and time of event when scheduling (e.g., you don’t want to battle traffic to make a 6PM game in Joliet on a snowy Tuesday in January).
• Familiarize yourself with the location of potential opponents rinks (i.e., rinks that are close should be scheduled last and may be scheduled on a weeknight if necessary).
• Once scheduling is complete, enter your games into the CUHL site (see below).
• Consider when you might also schedule a team holiday event or gathering prior to winter break.

• Confirm tournament for MLK, Jr. weekend: Confirm your tournament details for MLK, Jr. weekend (e.g., dates, locations, hotels, etc.). Contact the HockeyDirector to ensure that fees have been paid and make sure hotel rooms have been booked, including coaches rooms. If possible, reserve a conference or party room for the team to gather in off-times. Be sure to send out a detailed outline of the weekend's activities and schedules so families know where they need to be and when.

• Check the slush fund: Confirm with your Treasurer that the slush fund balance is up to date and ask them to “true up” the fund with parents.

• Plan a final party: Start to plan an end of season party (e.g., outdoor skate, pizza party) knowing how much you have to spend from the slush fund.

• Get a coaches gifts: Lavish team gifts are unnecessary and discouraged. Approximately $100 per coach at the winter break and at the end of the season should be sufficient to convey a proper sense of appreciation.