Welcome
Welcome to the role of Team Manager! This role is vital to a successful hockey season, acting as the core communication hub for the team and handling key operational tasks, including:
- Scheduling and Coordination: Organizing games, practices, and events.
- Fundraising and Budgeting: Planning and executing fundraising activities.
- Volunteer Coordination: Managing team roles like treasurers, timekeepers, and jersey parents.
- General Support: Providing day-to-day team assistance.
Expect to dedicate about 2-3 hours per week, with time commitments easing as the season progresses.
Tips for Effective Team Management
- Communication: Keep messages clear and concise. Over-communicate when needed.
- Delegation: Distribute tasks among the team to ensure efficient management.
- Set Clear Expectations: Align with the team’s needs and preferences by gathering input and feedback.
- Fundraising: Popular options include bottle drives, raffles, and popcorn or chocolate sales.
Season Launch Checklist
Ο Set up a team survey [template] to gather information from parents. Google Forms is a great (free) platform for this.
Ο Set a time for the initial parent meeting and host the meeting with the head coach. [agenda template]
Ο Send a welcome email to all parents from the head coach and manager [template]
Ο Secure team volunteers and establish communication tools for scheduling and updates. [information on team positions >]
Ο Have every parent fill out the Player Medical Information Form. [get the form here > ]
Ο Develop and approve a team budget, then set up fundraising activities if needed. Arrange with the treasurer for a cash call if necessary.
Ο Load all practices and games into the scheduling tool (TeamSnap)
Ο Begin the search for extra ice times if your team would like more practices. [jump to Extra Ice > ]
Ο Apply for tournaments early
Ο Ensure the Fair Play Pledge Form is signed and submitted to the Hawks. [jump to this section for the form > ]
Ο Get the RAMP ID and Login from the registrar and load your roster into the back end of the Ramp platform. Include all coaches who have a valid Respect in Sport Activity Leader, their emails, a phone number for the manager and head coach, all of the players, and all the players' jersey numbers. You will need to list affiliates on here as well once they are submitted and approved. [Jump to RAMP Gamesheets > ]
DURING THE SEASON
September
[Go to Season Launch Checklist > ]
October
- Tournament applications [it is recommended to only do one in-town tournament for U9 teams who have more than a 50% makeup of first-years] [read more about tournaments >]
- Ensure team understands when and where their team pictures are. [read more about team pictures >]
- Confirm hard card (roster) with the Hawks Registrar [read more about hard cards >]
- Talk to the head coach about affiliate players and ensure they identify a selection of goalies and players [read more about affiliation >]
- Watch the [EFHL website >] for schedule updates after the 'tiering round' is done. Usually updated first Monday in November but sometimes earlier.
- Rally your team to purchase Oil Kings tickets (depends on the date of the Oil Kings Night)
- Launch initial fundraising campaigns [read more about fundraising >]
November
- Input new games and practices into TeamSnap for your team [see the TeamSnap guide >]
- Book extra ice if necessary [read more about buying ice >]
December, January, February
- Watch your hard work pay off, attend tournaments, have successful fundraising campaigns etc.
- Continue using the Ramp Gamesheets app for each game
March and April
- Playoffs!
- End of year wrap up. Have your most social parents plan this one!
- Work with treasurer to bring the bank account to $0. Provide reconciliation of the account to the Hawks registrar [submit reconciliation here >]
- Recruit a group of parents to carefully remove the name bars from the back of the game jerseys.
- Ensure the coach returns all equipment - pant shells, game jerseys, puck bag, training aids and cones, coach boards, pinnies, Player of the Game necklace. There is a fee for each item that does not come back in good condition.
- Attend the Hawks Volunteer Appreciation Banquet in late April!
Player Medical Information Form
These forms are for internal team use only and should be kept securely in the Manager’s binder or folder. The information is confidential and should only be accessed in a medical emergency when a parent is unavailable, and vital information may need to be shared with the coach or medical personnel to ensure the player’s safety.
If a parent discloses a medical condition on a form that may be relevant for the head coach to know, please consult with the parent directly. The parent should be encouraged to discuss this information with the head coach personally to maintain confidentiality.
Fair Play Pledge
Injury Report Form
Team Photos
The Hawks Athletic Club will pay for team pictures which generally consists of a player mount of the individual player and team photo on a custom border and 9 standard trader cards. Families are welcome to order other products at an additional cost.
Families will need to go into the provided store link and enter their players' information for the back of the trading card.
Hard Cards
The head coach will receive the hard card by e-mail in October. As information is received, updated hard card drafts are sent to the coaches. Only the coaches and players listed on the hard card are insured and permitted to be on the ice or bench at practices or games. Official (Approved) hard cards will be forwarded to the head coach and manager of the team once all changes and additions have been made. The Hawks' internal deadline for all Hard Card information is October 31 in order to allow some time before the submission deadline. The coaching staff must have the hard card available at all games to present if asked.
Affiliates are listed on your hard card for U11 and U13.
Game Day
Organize parents to serve as timekeepers during home games. [Timekeeper Resources Here]
Using the RAMP Gamesheets App, note the following things with the help of the scheduled parent volunteer:
- Players who are present
- Coaches who are serving on the bench for that game (maximum of 5)
- For all home games, you will need to also include all penalties and all goals and the player(s). [U11, U13 only]
Tournaments
Tournaments are hard to find and even harder to secure. Apply early and often. You are required to obtain a permit for tournament entries. Before you apply for a Tournament Permit, you should ensure there are no league game conflicts that need to be resolved. Any league games must be rescheduled BEFORE a tournament permit will be approved. Your permit request can remain pending until you resolve game conflicts. Quikcard Edmonton Minor Hockey Week does not require a permit and, historically, requests for permits for other tournaments happening elsewhere in Alberta during this week will be denied. Check the EFHL site for deadlines to apply for a blackout to ensure future games aren't scheduled while you are away at the tournament. There is a fee for blackouts that will need to be paid from your team's budget.
When requesting a permit, you'll need the below information:
District: "NW"
Team Number: HK### (use your actual team number)
For all permit requests, you will use your EFHL Ramp Login to submit a permit on the EFHL website here: https://efhlhockey.com/
You are required to notify your home club (the Hawks) that you will be participating in a tournament. Click below to notify.
Affiliation
