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Team Manager Resource Book

Team Manager Resource Guide

This reference guide has been created to assist Team Managers with their day to day tasks as they relate to Arizona Soccer Association (ASA).

In the role of team manager, you represent your team, your club, and Arizona Soccer Association.  It is your responsibility to adhere to the ASA Code of Conduct and to lead by example as a role model of good sportsmanship to your fellow parents and the players.  Team manager responsibilities will vary based on the needs and structure of your club and team. 

Tasks may include:

  • Club Liaison
  • Team point of contact
  • Assisting your club registrar with your team’s player registration
  • League and tournament registrations
  • Tournament check-in and credentialing
  • Manage league and tournament event rosters/scorecards
  • Team communications
  • Maintain binder with current coach and player passes and medical releases
  • Overseeing parent/spectator/sideline behavior and adherence to the ASA Code of Conduct

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ORGANIZATIONAL MEMBERSHIP INFORMATION

Your club is a member of Arizona Soccer Association (ASA). 

Arizona Soccer Association is a member of US Soccer and US Youth Soccer which is made up of four (4) regions.

ASA is a member of the Western Region of US Youth Soccer.

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The following organizations are separate and unaffiliated with ASA and U.S. Youth Soccer.

  • AYSO
  • US Club Soccer (ECNL, NPL, etc.)
  • USSSA 

To ensure your players are properly covered under ASA insurance, make certain that your teams participate in US Youth sanctioned leagues, events, and tournaments. See Tournament section for more information.

REGISTRATION AND PASSES - PLAYERS AND TEAM OFFICIALS

All ASA registration for players and team officials is completed through your member club. Once your club registrar has confirmed that registration requirements have been met, he/she will process the registrations with ASA and issue the passes for the players, coaches, and team managers to the teams. These passes serve as proof of membership and participation eligibility.

All players and team officials (coaches and team managers) MUST have a pass to participate in ASA/USYS sanctioned games and tournaments.  Passes must be presented prior to the start of every league or tournament game.  No pass, no play.

Once your club has issued your team’s passes, you will need to do the following:

  • Make certain there is a current and clear headshot photo on all passes.  All photos should be taken at the beginning of the season.
  • Laminate each pass
  • Punch a hole in the corner of each pass
  • Place all passes on a ring in alphabetical order

NOTE:  ALL passes used in each team competition must be from the same sanctioning organization (US Youth Soccer/ASA, US Club Soccer, USSSA, etc.) and must be from the same seasonal year.  Passes can never be mixed - even if a tournament advises otherwise.

GOTSPORT

GotSport is the official registration platform for ASA.  Club registrars will process all ASA player and team official registrations in GotSport.  All players, team officials, and teams will have their own GotSport account.  ASA league registration, as well as many tournament registrations will be submitted through their GotSport team account. Account login and password information is obtained from your team’s Club registrar. 

Helpful hint: The “Help” button on the lower right corner of the GotSport screen is a useful how-to resource and includes the ability to chat with a GotSport expert.

RISK MANAGEMENT AND SAFESPORT

Passes for all team officials cannot be issued without an approved background check and SafeSport certification.

Background checks and SafeSport certification requirements are outlined in the ASA Background Check and SafeSport Policy.  More information about each includes:

BACKGROUND CHECKS

Background checks are required for everyone (employee, contractor, staff, Board Member, or volunteer) associated with a Club, who has an responsibility for players or the club.

Background checks are submitted through the coach or team official GotSoccer account.  Contact your club registrar if you have an existing account and do not know your login information. If you do not have an account, your club registrar will create one for you and send you your login information.

SafeSport

The entire SafeSport course consists of three phases and is approximately 1-2 hours. The course certification expires after one season and a "refresher" course will need to be completed each season thereafter. The “refresher” course takes approximately 20-30 minutes to complete.

Requirements for completing SafeSport certification can be found in the ASA Background Check and SafeSport Policy.

TEAM CREDENTIALS - BINDER/FOLDER

Medical release forms and passes should be carried with the team to all games, scrimmages, tournaments , and events. Team Managers will need to create a binder or folder to hold these items for safe and secure storage and transport. Be mindful that these items contain confidential information and should always be kept in a secure location.

TOURNAMENTS

  • To ensure your players are properly covered under ASA insurance, make certain that your teams participate in US Youth sanctioned tournaments.  Listings of these tournaments can be found on US Youth state association websites. Click on following link for the US Youth listing of state websites: https://www.usyouthsoccer.org/state-associations/ then find “competitions” or “events” option for sanctioned tournament listing.
  • ASA travel approval must be obtained for all out of state tournaments (see Travel Requests below).
  • ASA passes may NOT be used, nor are they valid for any event that is not sanctioned by a US Soccer member organization.  This includes in or out of state.  This means that the ASA insurance coverage will not be available in the event of any injuries.
  • ASA travel approval requests are subject to ASA review.
  • Tournaments use a variety of tournament registration/scheduling platforms.  The most commonly used platform is GotSoccer.  If your team is registering for a tournament that uses GotSoccer, you will register using your existing GotSoccer team login.  If the tournament is using another platform that your team has not used before, you will be required to create an account for your team to complete the registration.

TRAVEL REQUESTS

  • All teams planning to attend an out-of-state US Youth sanctioned tournament must submit an online travel request and obtain approval from the State office using their GotSoccer team account.  Travel requests should be submitted at least 30 days before travel.

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  • ASA travel approval is not required for out of state travel for National League or Desert Conference play.
  • An ASA Inter-Club Loan form is required for a loan player from another club within Arizona.
  • Medical releases must be notarized for out of state travel per ASA policy.
  • A $25 travel fee is required for teams U14 and younger.  No fee for teams U15 and older.

LOAN/GUEST PLAYERS

** Inter-Club Loan form does not apply if the player is registered in another state.  See Interstate Permission section for applicable instructions.

  • An ASA Inter-Club Loan Form must be completed prior to participation.  
  • The signature of the loaning club President or DOC is also required if prior to May 1st of the season.
  • The Inter-club loan form is still required for participation requiring a player pass after May 1st and requires signatures and agreement from team official and parents. The President or DOC signature is not required during this period.
  • Click on the following link for form:

https://www.azsoccerassociation.org/assets/77/6/player_loan_form_-_asa_inter-club_loan_form_6-27-19.pdf.

** Note that the loaning club is not required to approve the player loan and therefore the loan may be denied.

  • All passes must be from the same sanctioning organization (US Youth, US Club, AYSO, USSSA, etc.). Make certain to confirm that the player has a current ASA player pass.
  • It is the responsibility of the coach/team manager to understand and follow any additional loan requirements and/or restrictions of the tournament of which the team is participating.
  • It is VERY important that all parties are mindful of the ASA 5171 Policy:   

“A registered player may not participate in any event such as, but not limited to, games, placement events, practices, or tryouts of another club without the home club’s permission prior to May 1. Violations of this policy may result in a minimum one (1) year suspension for the guilty parties. ASA will not recognize any registrations, registration contracts, registration fees and/or deposit received between May 1 and June 15. A player shall be released with a full refund upon request during this time.”

INTERSTATE PERMISSION

Any player wishing to play on a team of a member of a US Youth Soccer State Association other than the US Youth Soccer State Association where the player is registered, must complete an Interstate Permission form and receive written clearance from the State Association where the player is registered AND the State Association of the team on which the player wishes to play.

Circumstances that require Interstate Permission:

  1. A player requesting permission to play as a member of a team of a State Association (the “Accepting State Association”) other than the State Association in which the player is registered or resides (the “Releasing State Association”).
  2. A player requesting permission to play on a team in another State Association as a guest player
  3. A player is relocating/moving from one State Association to another State Association during the seasonal year.

Link to Interstate Permission form:  https://www.azsoccerassociation.org/assets/77/6/interstate_permission_form_fillable.pdf

INTERNATIONAL CLEARANCE

ALL clubs with a legal, financial or defacto tie to a professional team will be required to obtain International Clearance approval for all foreign-born players regardless of citizenship. *Reach out to your club registrar to find out if international clearance is required of your club.

ARIZONA SOCCER ASSOCIATION MAAGED LEAGUES

*Refer to your club DOC and coach for direction regarding your team’s appropriate ASA League placement.

ARIZONA FEDERAL CREDIT UNION ADVANCED LEAGUES

  • Teams must apply to be considered.
  • Applications must be submitted as indicated on the league web page.

APL (Arizona Premier League)

  • Boys and Girls U12-U19/U20
  • Composed of advanced teams throughout Arizona wanting to participate at the highest level of competition.

                      ASL (Arizona State League)

  • Boys and Girls U12-U19/U20
  • Composed of advanced teams throughout Arizona wanting to participate at the next highest level of competition under APL.

More information can be found at:  https://www.azsoccerassociation.org/leagues/arizona-advanced-leagues/

MAXINMOTION OPEN LEAGUE

  • Teams must register as indicated on the league web page.
    • Boys and Girls U7-U10 are the Youth Development Academy Ages.  This is an inclusive player learning and development focused age group designed to challenge players at their own pace.
    • Boys and Girls U11-U19/U20 composed of teams throughout Arizona seeking a competition level under the Arizona Advanced Leagues.
    • Uses promotion and relegation to determine movement

More information can be found at: https://www.azsoccerassociation.org/leagues/open-league/

U.S. YOUTH SOCCER MANAGED LEAGUES

U.S. Youth Soccer Desert Conference

  • Boys and Girls U12-U19
  • Must apply per instructions on the Desert Conference Web Page.
  • West Region travel (Utah, Nevada, Colorado, New Mexico, Arizona)
  • Any team applying for entry into the Desert Conference must meet the eligibility requirements in accordance with the Leagues Program Rules. Only teams that competed in APL or ASL will be eligible to apply for Desert Conference with state approval.
  • The Desert Conference League Manager and Desert Conference Advisory Committee will determine what teams from those authorized to apply by their State Association will be accepted into the league. The League Manager, with input from the committee, will make the acceptance decision for entry into the league based on automatic qualifiers, availability of open slots, configuration of teams in each division, availability of resources, and regional distribution.

U.S. Youth National League is now called the US Youth National League Showcase Series

  • Boys and Girls U14-U19
  • Teams that are in Desert Conference are required to participate in a minimum of 0ne showcase. 
  • National travel

RED CARDS STANDARDS AND PROCEDURES

If a player, coach, or team official were to be sent off from a game for either receiving a red card or two yellow cards the following provides the standard and procedures that will be adhered to:

 

  • The ASA Referee Send-Off Report (paper form) or the online Got Soccer Send-Off reporting will be utilized for all red cards.
  • Any player sent off from a match with a red card must leave the technical area. It is recommended that the player retreat to the parking area of the complex or an area designated by the field director (player must have adult supervision) unless the field director grants an exception and allows the player to remain on the bench due to safety concerns.
  • Any team official dismissed from participating in a match must leave the field area and retreat to the parking area of the complex or an area designated by the field director. The Match Officials and/or ASA staff on site are authorized to prohibit the use of any communication devices at the team bench areas.

Rules for Serving a Red Card Suspension

 

  • A player or team official who received a red card is required to fill out the ASA Suspension Fulfillment Form and have it signed by the referee.  CLICK HERE
  • All ASA Suspension Fulfillment Forms must be turned into ASA at redcards@azyouthsoccer.org within 48hrs of completion of the game in which the player served the suspension. Failure to turn in this form within the 48hr time frame may result in additional suspensions for the player/team official.
  • A player serving a red card may NOT dress in uniform.
  • The player does not need to be present at the game to serve their red card. A team official must get the ASA Suspension Fulfillment Form signed by the referee.
  • If you receive a red card as a club pass player, you must serve your suspension on your primary team.
  • A team official serving a red card may NOT be in the technical area.
  • If you receive a red card as a coach you will be redlined for your next number of games regardless of league or team. (For example: Coach John is the coach for team A, B and C. Coach John receives a red card with team A, but coaches team B later in the day. He is redlined for team B’s game and any game after that for the remaining number of games for his suspension.)
  • Coaches who are red carded may not be put on to a new team roster after they are suspended.
  • Team managers must serve their suspension with the team they received the red card with.
  • Forfeitures, cancelled games, unscheduled games, bye games, and friendlies do not count towards fulfillment of suspension. Non-US Youth (USYS) sanctioned tournament games do not count towards the fulfillment of suspension. The list of ASA sanctioned tournaments is on the ASA website under “Club Tournaments”

 

 

Desert Conference: Suspensions for red cards received in Desert Conference can only be served in Desert Conference games.

 

Arizona Advanced Leagues: Suspensions for red cards received in Arizona Advanced Leagues will only be served in Arizona Advanced League games. A player or coach/team official who receives a red card during an Advanced League game will be redlined in Got Soccer on the next game card after the referee send-off report is submitted. If a player, coach/team official receives a red card, an email notification will be sent to the coach, team manager and club registrar from redcards@azyouthsoccer.org. Players must serve their suspension with their primary team, including club pass players. If Arizona Advanced League games have finished, the suspension will be served in Presidents Cup or State Cup. If a team does not participate in either Presidents Cup or State Cup, the suspension will carry over to the next season’s league game played.

 

Arizona Open League: Suspensions for red cards received in Open League games will only be served in Open League games. A player or coach/team official who receives a red card during an Open League game will be redlined in Got Soccer on the next game card after the referee send-off report is submitted. If a player/coach/team official receives a red card, and email notification will be sent to the coach, team manager and club registrar from redcards@azyouthsoccer.org. Players must serve their suspension with their primary team, including club pass players. If Open League is finished, the suspension will be served in Presidents Cup. If the team does not participate in Presidents Cup, the suspension will carry over to the next season’s league game played.

Arizona Open

League Academy: Suspensions for red cards received in Open League Academy games will only be served in Open League Academy games. A player or coach/team official who receives a red card during an Open League Academy game will be redlined in Got Soccer on the next game card after the referee send-off report is submitted. If a player/team official receives a red card, and email notification will be sent to the coach, team manager and club registrar from redcards@azyouthsoccer.org. Players must serve their suspension with their primary team, including club pass players. If Open League Academy is finished, the suspension will carry over to the next season’s league game played.

 

 

Tournaments:                   Each tournament will have procedures listed in their rules for dealing with players /coaches ejected from contests.  The tournament red card sanctions will mirror the ASA Red Card Suspension Standards.  The tournament will use the ASA Referee Send-Off Report. For players/team officials who are ejected from their game, the tournament is required to send the referee write up of the player/team official to asatournaments@azyouthsoccer.org  (All player passes can be returned to team except those that have a suspected head injury). The ASA office will record the penalty and notify the coach, team manager and club registrar of record. Any tournament found to have not mirrored the ASA Red Card Standards for game suspensions may be fined and could risk not having their tournament sanctioned by ASA in the following years. If red cards have not been fulfilled by the end of the sanctioned tournament, they must be served in the players next game played with their primary team regardless of the league.

 

State/Presidents Cups: Suspensions for red cards received in State Cup games must be served in State Cup games. Suspensions for red cards received in Presidents Cup games must be served in Presidents Cup games. If the player/team official receives a red card during the last game of the Cup series, the suspension will carry over to Regionals (only if the team qualifies for either FWR or Presidents Cup Regionals) otherwise the red card will carry over to the subsequent year’s State/Presidents Cup series. (i.e., If a player or team official receive a red card during this year’s Presidents Cup, but the team plays in the State Cup the following year, the suspension will be served during the State Cup series).

 

Regionals:                         The US Youth Soccer Region IV Tournament Committee has established procedures for dealing with player/team official ejections. Team Officials should be familiar with these procedures. If not please refer to the FWR Championship Rules & Policies for the entire ruling:

Rule 225. Team and Player Breaches of Rules

Section 3. A player who is sent-off from any championship game is prohibited from participation in the next immediately following championship game played by the player’s team. A player may receive more than a one-game suspension.

Section 4. Coaches and other team officials shall be subject to all rules pertaining to misconduct contained in this policy, including cautions, ejections, and standard suspension. Any other individuals who may be reasonably construed as being associated with a team, such as relatives and spectators, are also subject to the jurisdiction and authority of US Youth Soccer. Any coach or team official shall be held responsible for the actions of any individual at any game that, in the opinion of the referee, is a supporter of that team.

 

Nationals: Procedures are consistent with the Championship Series. Refer to the procedures listed for Regionals in the previous section.

Non-ASA managed – Examples include PCJSL, FBSL, “In-House” Leagues, etc.

League Play: Each league will have established procedures for their misconduct policy. Each league will handle their own individual red cards. The league’s misconduct sanctions will mirror the ASA Red Card Suspension Standards. Team Officials are responsible for the information and guidelines provided in their league procedures. All suspensions will be handled within the league. Any red cards issued for referee abuse or assault should be send to ASA D&R committee discipline@azyouthsoccer.org

HEAD INJURIES

If a player is removed from a game due to suspicion of a concussion, the player’s pass cannot be returned until written clearance has been granted from a Medical Doctor or Doctor of Osteopathy. The player’s pass will be turned into the ASA office and the player will be noted as ineligible on all event rosters/scorecards.  Player clearance can only be obtained from a licensed Medical Doctor (M.D.) or Doctor of Osteopathy (DO).  When cleared, an ASA Concussion Return to Play form sign by an M.D. or D.O must be submitted to the ASA office in person or via email to medical@azyouthsoccer.org. Once verified by ASA, the player pass will be released, and the player’s status will be updated on the online event rosters/scorecards.

The ASA Concussion Return to Play – Physician Form can be found on the ASA website under Registration => Forms/Downloads => Registration Forms => ASA Concussion Return to Play Form or by clicking on the following link: https://www.azsoccerassociation.org/assets/77/6/asa_concussion_return_to_play_form2.pdf

Link to ASA Head Injury/Concussion Policy:  https://www.azsoccerassociation.org/assets/77/6/asa_head_injury_concussion_policy___procedures3.pdf

INSURANCE

All board of directors, players and staff registered and rostered on a team with ASA are covered by insurance. This insurance is provided on an "excess basis.” This means that after the insured player or staff has been reimbursed for medical expenses by other insurance programs and after the $2500 deductible has been satisfied, the insurance will pay up to the maximum Medical Expense benefit for remaining treatment, service and supplies.

  • An Injury report form must be submitted within 30 days of an injury and prior to filing a medical claim. The Injury report must be signed by a Coach or Team Manager.

Form link:  https://www.azsoccerassociation.org/assets/77/6/injury_report_form2.pdf

  • Player Insurance Coverage Outline link:  https://www.azsoccerassociation.org/assets/77/6/az_outlines_1920.pdf
  • To start the claim process please email medical@azyouthsoccer.org for the link to claim form.
  • PLEASE NOTE: If you have other valid and collectable primary insurance, all charges must first be submitted to your primary insurance carrier.

ASA BYLAWS AND POLICIES

As a Team Manager you should be familiar with the ASA Bylaws and Policies.  For a list of all current Bylaws and Policies can be found on the ASA website at About => Bylaws/Policies/Meeting Minutes or click here.

The following policies are very specific to player registration and player movement that Team Manager’s should be familiar with:

November 1st Transfer Policy

Players who transfer from one club to another club after November 1st will be ineligible for participation in both Arizona Presidents Cup and the National Championship series (known as Arizona State Cup) for that seasonal year. A transfer is defined as the process by which a player changes club affiliation, moving from one club and re-registering to a team within a different club within the same seasonal year. A team that transfers clubs is defined as individual players transferring and is also included in this policy and therefore any player transferring after November 1 is ineligible as indicated above.

• This policy is in effect for Tier 1, Tier 2, Tier 3, and Academy players.

• The November 1 Transfer deadline does not apply to players registered as In-House/Tier 4.

• The November 1 Transfer deadline does not apply to the 19U age group for State and Presidents Cup. For example, a U17 player may transfer after November 1 and play for a U19 Age group team in either State Cup or Presidents Cup.

• A maximum of five transfers are allowed for teams which participate in the National Championship Series, known as Arizona State Cup.

Link to ASA November 1st Policy:  https://www.azsoccerassociation.org/assets/77/6/november_1st_transfer_policy_revision_2020_approved_to_post.pdf

May 1st (Policy 5171)

A registered player of any member association of ASA may not participate in any practices, games, tournaments, tryouts/evaluations of another club without the home club’s permission, if outside the defined tryout window.

  • Home club’s permission is an ASA Player Loan Form signed by the home club’s President or DOC. Violations of this policy will be governed through Bylaw 812, Section 6, Part F.
  • ASA will not recognize any registrations, registration contracts, registration fees and/or deposit received between the dates of May 1-June 15. A player shall be released with a full refund upon request during this time.

Link to ASA May 1st Player Movement Policy: https://www.azsoccerassociation.org/assets/77/6/asa_policy_5171.pdf

Financial Bad Standing

Financial Bad Standing is a period where specific membership benefits are removed due to the member’s refusal to meet financial obligations of the affiliated authority.

  • Initiation of the financial bad standing process requires administrative actions by the member club.  This includes a hearing between the club and the offending party as well as detailed documentation of parent/club financial agreement, non-payment history and attempts to collect.

Link for detailed Financial Bad Standing information and requirements:  https://www.azsoccerassociation.org/assets/77/6/asa_financial_bad_standing_policy.pdf

ASA STAFF CONTACTS

 
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