AGC Manual

Table of Contents

  1. AGC Responsibilities per HYS Manual  (p. 1)
  2. Timeline   (p. 4)
  3. AGC Binder   (p. 5)
  4. Prior to the Season
    1. How to Form Teams(p. 6)

i.     Foundations/In town

ii.     Travel

iii.     All teams

    1. Schedules (p, 15)
    2. Equipment (p, 16)
    3. Coaches Meetings (p. 18)
    4. For Coaches (p. 19)

i.     What Coaches Need

ii.     General Information to Forward to Players

  1. During the Season   (p. 22)
    1. Observing Games
    2. Checking In
    3. How to deal with Issues
    4. Grade Evaluations
    5. Player Evaluations
    6. Report Cards
  2. After the Season   (p. 24)
    1. Player Evaluations
    2. End of Season (Placement) Meeting
  3. Miscellaneous  (p. 25)                                    
  4. Example Letters/Schedules/Evaluations(p. 25)
    1. Letters from the AGC

i. Thanks for volunteering

ii. AGC Fall Kindergarten Letter

iii. Kick Start Welcome Letter

iv. Kick Start Coaches Letter

    1. Letters from the Coach – AGC can pass on to coaches

i. Preseason Letter

ii. On Field Injuries (Foundations)

    1. Foundations/In Town Schedules
    2. Evaluations

Disclaimer: This manual includes all policies and procedures for age group coordinators. HYS reserves the right to modify, change or delete information at any time. The HYS board has final say over any errors or omission, as well as clarifying any and all information in it. 


 

Revision History

Version

Author

Date

Description

1.0

L. Poovakad

July 2009

Initial version

1.1

L. Poovakad

January 2010

Small updates for typos and wording plus taking #10 out of page 9 to avoid teams being kept together season after season.

1.2

L. Poovakad

August 2010

See list of changes on website under Board of Directors

 


1. AGC RESPONSIBILITIES PER HYS MANUAL

Foundations and In Town Age Group Coordinator

AGC’s should be able to build consensus, have good communication skills, and the time and temperament to evaluate teams and coaches on an ongoing basis throughout the season. There shall be at least one age group coordinator per grade level, per gender that has been approved by the board.

 

  • Develop team rosters ensuring parity with the help of the program director and the coaches.
  • Develop game schedules for in town teams.
  • Establish a communication network for teams – especially to deal with game cancellations.
  • Recruit coaches.
  • Distribute player evaluation forms to coaches and assistant coaches so that all are aware of the skills on which players will be assessed.
  • Distribute HYS rules and philosophy to coaches and assistants.
  • Monitor grade level to insure compliance with HYS rules and philosophy.
  • Try to view all teams during the season.
  • Maintain contact with coaches during the season to determine if placements are accurate.
  • Encourage all coaches/assistants to view other teams at the grade level.
  • Collect player evaluations promptly at the season’s end. Beginning in the spring of Grade 3, hold a meeting no later than 2 weeks after the end of the season with all the coaches to review all player evaluations and the past season.
  • Discuss the player placement process and issues with parents as necessary.
  • Ensure 2nd and 3rd grade coaches give our Report cards at the end of the season to each of their players.

Travel Age Group Coordinator

AGC’s should be able to build consensus, have good communication skills, and the time and temperament to evaluate teams and coaches on an ongoing basis throughout the season. There shall be at least one age group coordinator per grade level, per gender that has been approved by the board.

 

  • Develop team rosters ensuring placement by skill level with the help of the travel director, coaches and assistant coaches.
  • Recruit coaches and participate in the coach selection process.
  • Encourage coaches to attend HYS sponsored license courses and coaching clinics.
  • Maintain contact with coaches during the season to determine if player and team placements are accurate.
  • Encourage all coaches and assistant coaches to view other teams at the grade level – especially those teams one level up and/or down from their team.
  • Distribute player evaluation forms to coaches and assistant coaches so that all are aware of the skills on which players will be assessed.
  • Distribute HYS rules and philosophy to coaches and assistants.
  • Monitor coaches to insure compliance with HYS rules and philosophy.
  • Monitor the coaches during practice and games to develop input for coach selection meeting
  • Try to view all teams during the season.
  • Hold a player evaluation meeting no later than 2 weeks after the end of the season with all the coaches and assistant coaches to review all player evaluations and the past season.
  • Collect player evaluations promptly at the season’s end and provide a copy to the travel director.
  • Discuss the player placement process and issues with parents as necessary.

 

 

3. TIMELINE

January  – Begin to form rosters
  -  Registrar sends waitlisted Travel players to AGCs
   – Get coaches lined up (see example letters)
  -  Travel placement requests due
  -  Teams entered into BAYS
  -  Registrar sends updated list of InTown players/volunteers to AGCs
February -  Registrar sends waitlisted InTown players/volunteers to AGCs
   – Rosters due by Feb 15th. Must go to Director first who send to Registrar.
   – Request equipment (date set by Equipment Director)
March  – Coaches request practice times/days (two choices) – early March
-  U16 & U18 teams are registered
-  Rosters are released by registrar to coaches – coaches contact players/parents within 2-3 days.
  -  Practice and Game schedules ready
   – Coaches meetings (late March)
April  – Spring season begins
May  – Tell coaches to start evaluations and Report Cards (2nd & 3rd grade only)
  -  Fall registration May 15-June 1 (late fee begins June 2nd)
June - Spring season ends
   – Evaluations from coaches due w/in 1 week
   – End of Season (placement) meeting w/in 2 weeks
  -  Fall Registrations/Volunteers provided to AGC by Registrar
   – Travel placement requests due/ then entered into BAYS
July  – Begin to form rosters
   – Get coaches lined up for Foundations/InTown (example letter)
   – Request equipment (date set by Equipment. Director)
August  – All rosters due by 8/1. Must go to Director first who sends to Registrar.
   – Coaches request practice times/days (two choices)
   – Rosters are released by registrar to coaches – coaches contact players/parents within 2-3 days.
   – Coaches meetings
September  – Fall season begins
   – Photo night (In town)
October  – Grade evaluations (3rd thru 7th)
   – Tell coaches to start evaluations and Report Cards (2nd & 3rd grade only)
November -  Spring registration Nov 1-15 (late fee begins the 16th)
  -  Fall season ends
   – Evaluations from coaches due w/in 1 week
   – End of Season (placement) meeting w/in 2 weeks
   – Spring Registrations/Volunteers provided to AGC by Registrar
December -  Registrar sends waitlisted Travel players to AGCs

 

4. AGC BINDER

 

The AGC binder is put together so that the AGC has all information in one place and can refer to it throughout the year. This is also an invaluable tool for a new AGC if he/she takes over from one who is moving out of the position. Turning the binder over from one to the next will help make the transition practically seamless.

 

This binder will also help the AGC in creating rosters. All evaluations and rankings will be in front of him/her and can look back over anything they need to. Recommendations for how the binder should be set up are as follows:

 

  1. 1.     A spreadsheet with all players listed with rankings and coaches. Example:

 

NAME

Kindergarten

1st Grade

FALL 06

SPRING 07

FALL 07

SPRING 08

Coach

Asst.

Coach

Asst.

Coach

Asst.

Coach

Asst.

Apple, Johnny

4

3

3

4

4

4

Smith/Davis

Brininger/Cann

McBride/Gorman

Banana, Mikey

3

3

3

3

2

Domski/Palleiko

Poovakad/Poovakad

York/Altman

Carrot, Luke

5

5

5

5

Cowen/Marconi

Ranney/Sisitsky

Fig, Steven

2

2

2

2

2

1

Smith/Davis

Davis/Sage

Kovacs/McCabe

Grapes, Zach

3

3

3

3

3

3

Davis/Sage

McBride/Gorman

Davis/Bird

 

  1. 2.     List of coaches making note of when each coached, head or assistant coach and if evaluations were on time. Example:

 

HYSA BOY’S COACHES H = Head Coach A = Assistant Coach
 

Kindergarten

1st grade

2nd grade

3rd grade

 

12 Teams

8 Teams

10 teams

4 teams

 

 

 

 

3v3

3v3

4v4

4v4

6v6

6v6

6v6

Coaches

Fall 06

Spring 07

Fall 07

Spring 08

Fall 08

Spring 09

Fall 09

Jon Cann

 

 

 

A

A

 

 

Joe Davis

A

H

H

H

A

 

 

Pete Gorman

 

H

 

A – late eval

H

 

 

Mark Hatt

H

H

moved

Tom McCabe

A –no eval

 

  1. 3.     There should be a tab for each season which holds
  • rosters
  • game schedule
  • notes on the season
  • player evaluations

5. PRIOR TO THE SEASON

 

Prior to the season is the busiest time for an Age Group Coordinator. There are many things to do and each of these things hinges on the season getting a great start. So, there’s a lot to cover here.

 

Please make sure all Foundations and In Town coaches have access to the HYS Coaching Guidelines Manual that is on the hopkintonsoccer.org website under Documents. This will aid them in their season.

 

During the year the Director of Player and Coach Development will send out information about coaching courses. When you receive this, please forward it to all your coaches, as these courses are a great opportunity for our coaches to improve there skills. Starting in the fall of 2009, all coaches, Kindergarten and up, will be required to at least have taken the G course. In Town coaches are strongly recommended to take the F course, and Travel coaches are strongly recommended to take the E course.

 

Make sure coaches request practice dates and times in August (for Fall) and March (for Spring) to the Registrar. These requests should have at least two choices for days (Mon-Fri) and times, as all requests may not get their first choice.

 

  1. a.    HOW TO FORM TEAMS

 

Forming teams is one of the biggest responsibilities of an AGC. In order to make teams as fair as possible, HYS expects that the information contained in this manual is followed. This should ensure that not only are all players treated fairly, but the process is transparent and no one person is responsible for everything.

 

Discretion and Confidentiality is of utmost importance. What is discussed in the End of Season (Placement) meetings should NOT be shared with anyone outside of the meeting, particularly parents and children. Email discussions should be guarded, too, as many families use a shared email account. Very often, open discussion of player abilities are required in order to accurately place a child, and these discussions are for our benefit only. Please be extremely careful not to share any of this information outside of the meetings! Breach of this trust is grounds for immediate dismissal from any HYS-endorsed role.

 

Player eligibility

HYS players are grouped by grade for our 1st through 3rd grade programs. Eligibility for players in our travel program is determined on a calendar year that runs from August 1 to the next July 31. – see below. Note: This is a national guideline set by the United States Youth Soccer Association to which our state organization (MYSA) belongs. Players are always allowed to play Up to be with their school grade but may need an age waiver or may not be allowed to play Down with their school grade. Players in divisions 1 & 2 cannot get an age waiver.

 

Players in the Foundations (kindergarten only) program MUST be 5 years old by August 31st preceding the soccer season OR in Kindergarten. For Kick Start, players much be at least 4 by August 31st. Exceptions to this will be granted on a case-by-case basis. Parents of players who are moved up a grade must contact the Foundations Director AND Registrar for their placement on a team to be finalized.

 

When you receive the list of registered players, PLEASE BE SURE TO CHECK the birth dates of all players to make sure they belong with you. Also check the grade above and below yours to make sure no one has been put in the wrong age group.

 

Team Sizes per HYS  Manual

  1. Kindergarten (3v3) – varies based on pool practices
  2. 1st grade (4v4) – varies based on pool practices
  3. 2nd, 3rd , 4th grade (6v6) – 9-11, max 12
  4. 5th & 6th grade (8v8) – 12-15, max 16
  5. 7th & 8th grade (11v11) – 15-18, max 22 (18 if the team is to be eligible for MTOC in the spring only)

 

HYS further recommends that the team sizes be slightly larger (but still within the guidelines) for the spring season due to the fact that historically there are more player conflicts during that timeframe. Once a team has reached the maximum size, players must be placed on a waiting list. The registrar maintains this list. When a place becomes open, on a previously filled team, the player who registered earliest at the appropriate skill level is placed. on the team. The registrar will maintain the date the registration was received for all players who registered late.

 

  1. i.              Foundations/In Town

 

Kick Start

The Kick Start program is relatively easy to coordinate from a player perspective, with spurts of activity leading up to the first week of the program, and a busy day the first week with check-in. Kick Start registration generally falls in line with general HYS registration, except the Registrar does keep it open longer to maximize registration. Registration generally closes a week before the start of the season, and numbers generally reach 95-105 registered.

 

Kick Start should be promoted in the following ways (do this 5-6 weeks before the session start):

 

a. Hopkinton Moms Group: send text blurb to happenings@hopkintonmomsgroup.org

b. Hop News: send text blurb to: editor@hopnews.com

c. Hopkinton Independent: send text blurb to hopkintonindependent@verizon.net

d. Create a one-page flyer and send via mail to local preschools (send with cover letter and ask them to place in folder of Hopkinton residents): Golden Goose, Next-. Generation, Playhouse Preschool, Hopkinton Integrated Preschool, Sunshine

e. Unregistered players from previous session that are still eligible for Kick Start

 

About three or four weeks before the start of the season, uniform T-shirts need to be ordered from Sew Much More in Milford (www.sewmuchmoremilford.com, 508-478-9526) and picked up a few days before the season at their Milford location (Route 140, across from Dairy Queen). You will need to guesstimate slightly on the number of Ts required based on the amount of registrations 3-4 weeks before the season. Take that number and divide by 4, and order that number of t-shirts in size Youth Small in teal, red, dark purple and royal blue with consecutive numbers  (01, 02, 03, 04, etc). Kathy has the design, you just need to tell her the season (for example, Fall 2009). Plan to get 1 more of each color than you think you need. We have never had more than one extra T-shirt.

 

A month beforehand you should also place an order with the equipment manager for size 3 balls. Generally 15 are purchased from HYS each season for $15 and sold at KickStart.

 

Coaches are recruited from the ranks of players’ parents. They are asked to volunteer during registration, but generally we only end up with 5-6 coaches / assistants that way.  About 2 weeks before the start of the season, the Kick Start Coordinator sends out a Welcome letter to all parents. In it is a request to volunteer as a coach or assistant. A sample is in the Examples Letters at the end of this document. There is also a sample letter to send to coaches.

 

As with Age Group coordination with other levels, you need to form “teams” of players. This is actually only for coordination sake — not for 3v3 games or anything. Children of coaches or assistants should stay in their parents’ groups. You generally want a maximum of 12 in any one group, and a pretty even mix of boys and girls in each group. There will be requests of friends asking to be in the same groups together and that should generally be accommodated because it helps them feel more comfortable in their first soccer experience. The team formation process is best managed via Excel spreadsheet. Once you have your teams set, send the “teams” individually to each set of coaches / assistants (and introduce the coach and assistant via e-mail — that way they can contact each other if they need to). The Registrar also needs a list of all volunteers.

 

The first day on the field is usually quite crazy and its recommended the coordinator have two helpers at a check-in table. Plan to be completely set up to check players in 30 minutes before the start of the session. Although the medical release waiver should be sent to parents with the welcome letter, more than half forget it, so print out 50 waivers to have with you at check in, along with several pens, a few Sharpies and blank Avery labels for name tags. The coordinator and helpers will have arriving parents form a line and check in (usually three at a time). At that time the kids get their team assignment and proceed to their marked area to meet their coaches (who give them their T-shirts). Put a check mark next to the child’s name and make sure you have their waiver. It takes about 15-20 minutes to check everyone in. A much less frantic version of this also happens Week 2 for children who could not attend week 1. Children that did attend week 1 do not need to check in again. There are generally no responsibilities from the administrative end after check in on week 2.

 

Kindergarten teams are probably the easiest to put together, as we have no idea what any of the players abilities are. It can be done by randomly putting players on a team. For the spring season an AGC will have evaluations from the fall, but this is still not a lot of information to go on. It can still be pretty random except for those players who stick out as exceeding or low interest in playing yet.

 

From 1st through 3rd grade, the process is about the same. As the seasons go by, an AGC will find it easier to place players on a team because they will have more information on each player. What HYS recommends is the following:

  1. Use the spreadsheet from your AGC binder with player names and ratings (1-5) from previous seasons.  Players with behavioral issues are noted. Look at all ratings to refresh your memory – which coaches had behavior problem players, which coaches had stronger teams.  Keep this in mind when forming teams.
  2. 2.     While creating teams, check to see who a player has had previously as a coach so that you can give them someone different if possible. This will give the player a well rounded experience in soccer.
  3. When deciding on the number of teams, look at the total number of players and divide by 9 (2nd grade) or 10 (3rd grade). This will give the AGC an idea of how many teams they will have and whether they need to add more players to a team. Please see Team Sizes on previous page.
  4. Place all “1” rated players on different teams, then all “2s”. Obviously the numbers don’t always work out so a team may have two “1” rated players and another may have a “1” and two “2s”.
  5. Place the players with behavioral problems next making sure coaches do not get the same player as the previous season.
  6. Place the 4’s and 5’s next.
  7. You’ll usually have to make some adjustments – one team will look too strong or weak.
  8. Add the “3s” which is usually the largest group.
  9. Add up the ratings for each team – they should all be close.  Adjust if necessary. At times you may need to go back and read through evaluations to determine if a player is more of a 2+ vs. 2- if you’re having a tough time getting the teams to balance out.
  10. Honor parent requests if possible, ie – practice on a certain day, carpool requests.
  11. Do NOT keep previous season’s teams together.
  12. Have Director check and ok rosters before Director sends on to Registrar.

 

It is important to have an even number of teams. You want to avoid an odd number because making the schedule becomes a problem. If you think there is no way of getting around having an odd number of teams the AGC must contact their Director to discuss.

 

Based on past history, the spring season usually brings a lower number of registrants. Periodically 2nd and 3rd grade boys have been combined in the spring to deal with this issue. If this is the case, the 2nd and 3rd grade boys AGC’s will need to work together with their coaches on this.

 

 

 

  1. ii.            Travel

 

 

In the travel program, HYS must follow the general guidelines set up by BAYS for Team selection.

They are shown below with additional information from HYS.

 

For BAYS Team Selection
updated June, 2007

General Guidelines for all teams

 

1.   A board member should chair a committee for each age group.  The board chair is responsible for instructing the committee on the team formation process. If there is not a board member available to chair an age group, the president will designate a coach to play the coordinator role.

 

2.   All coaches from the season just concluded should be invited. The goal is to have at each team represented by at least one coach at the team formation meeting.

 

3.   Team selection is to be skill-based following the guidelines listed below.  Formation of each team is to be done by the whole group.

 

4.   Children are to play with their appropriate age group. No playing up.·   Age group coordinators are to abide by the guidelines for team roster size and seek approval from the Board of Directors for any exceptions.

 

5.   Ultimately, all final decisions are the responsibility of the Board of Directors which has the authority to waive guidelines as circumstances dictate.

 

6.   After team formation meetings rosters are to be kept confidential until they are posted and announced prior to the ensuing season.

 

7.   Roster changes after team formation meetings are limited to accommodating late registrations. Once rosters are announced and posted there will be no roster changes unless approved by the President and relevant commissioner.

a.    Our goal is to ensure that our kids are playing at a level where they can succeed and have fun so that they want to keep playing and enjoying the game of soccer!

b.    Player movement is a critical part of our team formation guidelines.

c.    We recognize that player movement is not always easy. It is up to all the adults involved to help all of our kids to have fun playing regardless of the team level they are assigned to.

d.    Player movement is a continuing part of our guidelines for each age group so bubble players will continue to get a chance to play “up” and “down” from season to season.

e.    There are advantages to both playing “up” and “down” – it is up to the adults involved to give our kids the support they need to get past the initial upset that can occur after team assignments are announced so they get playing and having fun playing soccer again.

f.    We look to our coaches to set the example – please do not use the team formation meetings to try to manipulate your child’s placement.  Obviously this can set up a challenging dynamic as it is often hard for parents to have an objective view of their child’s skill level. Let the other coaches recommend the skill level for your own child.

In addition to what BAYS has set up, HYS also adds the following:

 

  1. AGC’s must invite both coaches and assistant coaches (from both current and previous season) to the End of Season (placement) meeting to form teams. This gives a fair view of any player to the entire group. A board member must also be present, preferably one of the Travel Directors. If the AGC is also the Travel Director, then the Travel Director from the other gender should attend.
  2. Teams are formed differently for the Travel program versus the In Town program. The Travel program aims to group players by ability level and then to place the teams in a league and division where they can have roughly a .500 record.
  3. The age group coordinators form the teams with input from the travel director, coaches and assistant coaches – this must be an inclusive process. The travel director MUST approve the team rosters before they are submitted to the registrar.
  4. Players should be grouped according to their overall skills. The player groupings should be conducted without regard to where the team might be placed in the league, and without regard as to who the coach may be. The AGC should lead and facilitate this discussion, and input should be gathered from all coaches and assistants at the meeting. As a starting point only, the AGC may loosely group players based on the collective evaluations, and use these groupings as a starting point for leading the team formations discussion. However, the final roster should be the result of a collective effort from all coaches, assistants and the AGC. Unlike the HYS Foundations and In Town programs where the AGC is solely responsible for the team formation process, the process for the Travel program should be a collective effort with the AGC as the facilitator and arbitrator.

 

 

  1. The AGC will put together preliminary rosters during the meeting WITHOUT any coaches/assist coaches (who are attending the meeting) son/daughter on a team. Then the entire group will place the player on a team while the coach/assist coach is out of the room. This ensures that a coach’s child is placed fairly without the influence of his/her parent. If the coach returning to the room does not agree, of course they will be given a chance at rebuttal and discussion. This also applies to the AGC’s son/daughter. Please see #7 of BAYS guidelines above for more information.
  2. Like #5 above, if the AGC’s child is being placed on a team, they must also leave the room when their child is being placed. Also, if the AGC happens to also hold a board position within HYS, they must make sure that another board member, preferably the Travel Director, attends the meeting. If they are the Travel Director, then they need to have the other Travel Director attend the meeting.
  3. Although the AGC will “control” the final rosters, no single person (Coach, Assistant Coach, AGC, Registrar, Travel Director) should arbitrarily place a child on a roster/team. Rostering should be a collective effort and should always involve the input of the coaches (past and present) and the AGC. Roster alterations required after the formal team formation meeting should include input from a number of sources. If a player needs to be moved from one roster to another because of late registrations, drop-outs, or other reasons, the various coaches involved (coach of the team the player was assigned to, coach of the team receiving the player, the AGC and the Travel Director) must be consulted.
  4. Formation of teams should be based on evaluations by coaches each season, coaches discussions at End of Season (placement) meeting, and Grade Evaluations (if done that season). The overall soccer ability of the children should be considered: footskills, speed, field awareness, passing and receiving skills, defense and offense, left/right dexterity. Intangibles should also be considered: physical size, commitment to practices, attendance at games, etc. What should NOT be considered is requests to place children based on car-pooling needs, other after school activities, etc. Placements should strongly revolve around the total on-field performance of the player. For better or worse, the HYS travel program cannot honor individual requests for coaches, practice days, game days, or teammates. With nearly 1400 children playing for HYS, processing individual requests for teams or teammates is simply not an option. While exception can and will be made in unusual situations, these should truly be exceptions rather than the rule.
  5. Sometimes discussion about individual players will become very opinionated. It is important for all arguments to be heard in a democratic process. Remember, we are dealing with elementary and middle school aged children; very few, if any will ever play professional soccer! The goal of HYS is to do our best to group children with similar abilities so that no one gets hurt and everyone is appropriately challenged. This should not be a life-altering experience for any child, parent, coach or AGC.
  6. One of the areas where there is latitude is team makeup. For example, should the teams be formed as follow, the first ten players, the second ten players, and so on OR should the first twenty players be mixed to form two teams of roughly equal strength? There is no right answer. It may even be that you take the first ten for one team and then mix the next twenty for two more teams. It all depends on the number of players that there are in an age group at a particular skill level. Use this as a guide in making teams.
  7. One thing that experience has indicated is there will be surprises during the first year of travel (i.e. U10). Players that you expected to do well will not perform in that manner. You can be guaranteed that there will be several players that really exceed expectations.

 

 

 

  1. Each season there are several players on the cusp of moving up or down between teams. HYS (like BAYS) does NOT believe that once a player is placed on a team they are there for life. The continual movement of players between teams ensures that those who improve will get a chance to move up. Therefore, it is highly recommended that the bottom two players on a team be moved down, and the top two players on a team be moved up EACH season. This goes along with #7e of the BAYS guidelines above. NOTE: while this can be difficult when going from 6v6 to 8v8, or 8v8 to 11v11, we want to make sure every player gets a fair opportunity.
  2. As a collective group, AGCs and coaches should discuss placement in BAYS at the End of Season (placement) meeting and make a recommendation (high, mid, low) for the division that fits the team. The goal of HYS is for teams to have a .500 record, meaning we strive for teams to lose as many games as they win. General experience of coaches, AGC, and the Travel Director will help to determine what an appropriate placement should be.
  3. Based on past history, some seasons bring a lower number of registrants. Periodically 7th and 8th grade have been combined to deal with this issue. If this is the case, the 7th and 8th grade AGCs will need to work together with their coaches on this.

 

  1. iii.          All teams

 

Foundations and In Town Coach Selection Process

Many times an AGC will find that enough coaches have volunteered, or even too many have volunteered. In the case of too many, those with more experience (incl certifications) can be chosen over those who have not OR multiple assistant coaches can be assigned. But AGC’s will find that MOST of the time they will not have enough volunteers to coach. When this happens, the AGC needs to do the following:

 

1. Go back to previous seasons and see if previous coaches who have not volunteered will coach.

2. Send a note to a team without a coach and see if a parent will step up.

3. Email the entire grade by gender and see if a parent steps up, even if this means rearranging the teams.

4. As last effort, start making phone calls and beg. Sooner or later someone will step up.

 

Travel Coach Selection Process

Only after rosters have been determined should coaches be assigned to the teams. Often, there will be a willing, qualified parent of a player and the choice of a coach will be easy. However, this will not always be the case. Sometimes it may be necessary to adjust the roster of 2 teams (move one player up and one player down) to accommodate a parent/child relationship to assign a coach. This should be done very carefully, and should be an exception rather than a general practice. This type of player movement requires the approval of the Travel Director. Players should not be moved to accommodate a coach if the player will be obviously misplaced (either too high or too low). Proper placement of the child should take precedence over assigning a parent to coach a child. In the event that no one has volunteered to coach a particular team, it is the job of the AGC and Travel Director to find a volunteer coach! This may involve contacting all the parents of the players and plead for a coach!

Another potential coaching issue is if 2 or more candidates are seeking to coach the same team. To help resolve this conflict, a coaching application should be completed by ALL potential coaches for EVERY season. These forms can be found on the HYS website under Documents.

A travel coach selection committee will be responsible for evaluating and assigning the coaches to the teams.   This will ensure that all volunteers are equally considered, and that the most qualified coaches are selected for the children.  The committee will be comprised but not limited to the following representatives (additional people/representatives can be added at the discretion of the board):

  • Boys Travel Director
  • Girls Travel Director
  • Age Group Coordinators
  • Interested board member(s)

 

As a general guideline the travel committee will be looking for prospective coaches that have good character, ability to motivate and make soccer fun, licensing or other training, teaching ability, soccer experience/knowledge, demonstrated success in supporting the goals of HYS or other sporting programs with similar values, organizational skills, and commitment.  Beyond these general points the travel committee will evaluate the applicants based on the following criteria:

  • Demonstrated commitment to improving coaching skills, as represented by completion of MYSA licensing courses and attendance at coaches clinics.
  • Feedback from knowledgeable observers (other coaches, referees, HYS Board members) during practice and game conditions.
  • Feedback from parents and players.
  • Participation in other coaching experience.
  • Commitment to attending practices and games for the vast majority of the season.
  • Demonstrated respect for the dignity and feelings of the players (including, but not limited to, ensuring that each player receives a fair share of playing time during each game.)
  • Demonstrated adherence to the rules of the game and the spirit of fair play.
  • Demonstrated respect for the authority of the referee.
  • An ability to deal with the competitive pressures of parents, players, and coaches, both on the team being coached and those of opposing teams.
  • The individual will be subject to a CORI check performed by MYSA. Any individual who is deemed a threat will not be allowed to coach the children.

 

Many Coaches like to have 2 or more assistant coaches to help run effective practices, cover for illness/business trips, etc. This is great, and encouraged. Some coaches like to coach-by-committee, and this too can also be effective and fun. However, the BAYS league only allows HYS to list 1 head coach and 1 assistant coach. One person needs to be responsible for the team and represent the team to other towns and in the BAYS published material for each season. Therefore, HYS will officially recognize 1 head coach and 1 assistant coach. All additional coaches must be insured by the registrar and receive a coaches card.

 

 

 

 

Combining two grades - Mixing in U14 is relatively new (a few years) as previously HYS always had U13 & U14 teams. When placing mixed grade teams (any ratio 70-30, 60-40) it is always a challenge. However, what if that mix includes a wide variety of skill? The decision needs to be made by looking at the players & seeing where they competed the previous season (Fall is the best indicator) and then averaging the divisions to come up with a placement request. At times placing mixed teams a bit lower in BAYS has worked out better competitively (keeping with the 50%win/50%loss ratio).

 

In selecting coaches for mixed teams, the process is not easy either. If there is more than one candidate, the same rules apply in as in single grades.

 

When to take late registrations – Each season many players register late, even just a few days before the season begins. When this happens the player is put on a wait list. The Registrar then contacts the AGC for the age/gender of the player and asks if there is room on a team for the player (based on the team sizes above). If there IS, the AGC will let the Registrar know it is ok and will wait for the Registrar to get back to them with final notification. Once the player has paid, the Registrar will send the AGC the name and all information on the player. The AGC will then place the player on a team, let the Registrar know which team the player will be on, and then contact the coach to let them know they have a new player. If there is NOT room on a team, the AGC will notify the Registrar that they cannot take another player and the player will be notified that they are on a waitlist.

 

Every reasonable effort should be made to accommodate every child who wants to participate, regardless of how late they register. However, major adjustments to the existing rosters should be avoided, too. HYS has late fees to discourage late registrations, and will refund registration fees only in special circumstances, again to discourage drop-outs.

 

Waivers – It may be necessary to obtain a waiver for a player to participate in one of the travel leagues. Information is available from the leagues on the process to obtain a waiver. Age waivers are needed when a player’s grade matches, but the age is a year older. In these cases where a player gets an age waiver, they are only allowed to play on Div. 3 or 4 teams. Please speak with the Registrar if you have questions about this.

 

Sending in rosters on time – Rosters HAVE to be sent in to the Registrar to insure coaches and players.. If this is not done and someone gets hurt, HYS is liable. If an AGC finds that his/her teams are not quite put together when the due date for rosters arrives, the AGC MUST contact the registrar  (and their Director) to let the Registrar at least know the number of teams, coaches names they know and when the AGC thinks the rosters will be done. Rosters must be ok’d by the Director. The Director will submit the rosters to the Registrar.

 

Once coaches receive rosters from the Registrar, the Registrar will be sending a note to all players telling them that rosters have been released and if a player does not get contacted within a few days they should contact their AGC. To avoid calls from worried parents, it is a good idea for the AGC to verify players have been contacted within 2-3 days, ie. call at least one parent from each team to verify the coach has contacted them.

 

 

 

The Registrar needs to receive all rosters in the same format. Please use the following:

 

PROGRAM

Team #

coaches

date of birth

e-mail

phone

 

(coach in bold)

 

 

 

 

(assistant in italics)

 

 

 

players (alphabetically)  – only player’s name is needed
example:
BOYS K – Fall 2009

Team 1

Joe Smith

1/1/1965

joesmith@comcast.net

508-555-1499

Jane Doe

1/1/1965

janedoe@comcast.net

508-555-7688

 

Baker, Charlie
Bird, Matthew
Frank, Zach
Moseley, Robert

Team 2

Rachel Kicker

1/1/1965

rachel@verizon.net

508-555-4612

Tom Jones

1/1/1965

tjones@verizon.net

508-555-0328

Alaoui-Ismalii, Uthman
Ambrosone, Tommy
Brininger, Adler
Cann, Ian

 

 

b. SCHEDULES – Travel vs In Town and Foundations

 

Practice schedules for Foundations and InTown are coordinated between the AGC and the Registrar. The AGC must verify with the Registrar the days and times available for practices. Travel practices (and any practices on a field that is shared with travel teams) are coordinated between the coaches and the Registrar. Typically, 1st-3rd graders have 1 hour practices. 4th grade and up are guaranteed 1 hour practices, but if a coach wants more time and it is available the Registrar will do it.

 

Foundations and In Town game schedules are created by the AGC. Please verify with the Registrar the field location, how many fields per time slot and how many time slots we have a permit for, for your age group. When creating schedules, keep in mind when your games times are.

 

Foundations/In Town – for SPRING ONLY – for the two games that fall over spring break, have coaches check to see how low they will be on numbers. It may make sense to combine teams to play on those dates. We have had success with this in the past, and it ensures that those players who ARE in town get to play games with enough players.

 

For examples of Foundations/In Town schedules, please see Example Letters/Schedules at the end of this document.

 

Travel schedules are created by BAYS and the HYS Registrar. When they are complete the Registrar will email each coach the HOME times, locations and game schedule (do NOT go by what is on the BAYS website). For the AWAY schedule, they will need to check on the BAYS website for who their opponent is each week. Then they should contact the opposing coach to verify time and location. It is imperative that the AGC makes this process clear to all coaches.

 

 

 

 

c. EQUIPMENT

  • The AGC will request equipment, NOT the coaches. AGC’s should poll their coaches on what they need (based on the Equipment list shown here) and make one request to the Equipment Director, listing each coach and what they need. Requests need to be made by the deadline set by the Equipment Director. Late requests cannot be guaranteed.
  • The Equipment Director keeps track of who has received what equipment in the past so that duplicate or unnecessary equipment is not given out.
  • When the Equipment Director receives all the ordered equipment, he/she will email the AGCs to come pick it up. In some cases where an AGC only needs equipment for one or two coaches the Equipment Director may contact the coaches directly instead of the AGC.  Equipment can be handed out by AGC’s at the Coaches meeting if it comes in before then.
  • If possible the AGC should collect all equipment at the end of the season from any coach who does not plan to coach the following season and return it to the Equipment Director.
  • All Kindergarteners will receive a new size 3 ball.
  • Ball sizes for grades are as follows”

a. K-2nd – size 3

b. 3rd-6th – size 4

c. 7th and up – size 5

 

SEE EQUIPMENT LIST ON NEXT TWO PAGES

 

 

 

 

 

 

 

 

 

 

 

 

 

 

d. COACHES MEETINGS

A week or two before each season, the Foundations, In Town and Travel Directors will hold a Coaches Meeting. This meeting is very important for all AGC’s and Coaches, so that HYS can be assured everyone is on the same page for the season.  AGC’s MUST attend, and if for some reason they cannot, they must work it out with their director so HYS can be assured the AGC has all information. Also, if any coaches do not make the meeting, it is the AGC’s responsibility to get them any information they missed and make sure they are up to date.

 

When the Director’s announce when the meeting will be, it is the AGC’s responsibility to let the coaches know when the meeting will be AND to remind them when the date gets close.

 

The Coaches meetings are a place for AGC’s to meet all their coaches face to face, hand out any equipment their coaches may not have received, and BAYS cards (Travel only). These meetings are also a place for the coaches to put a face to the AGC’s name/email, and feel a more personal connection to the person sending them information.

 

 

e. FOR COACHES

 

Before each season, the AGC should forward the following information to their coaches so they can make sure all players have all information necessary for the season. Below are two lists, one of what coaches will need, and a second of what to forward to players. Keep in mind that some dates and information needs to be changed before sending out.

 

What Coaches Need

 

1. Planning Practices. Let your coaches know that they can get help for planning practices. On the hopkintonsoccer.org website under Coaches there are Practice Plans and Drills and Soccer Links that they will find helpful.

 

2. Permits. AGCs should remind coaches that they can only practice during their scheduled times. HYS has permits for each time slot, and if any coaches use times outside of the permits, HYS could lose use of the fields.

 

3. Equipment List. – keep rosters (travel only)  in zip lock in bag IN YOUR EQUIPMENT BAG so you are never without them. For a complete list of equipment each coach should have, please see the list under Equipment in this manual.

 

4. Rosters. When coaches receive them they should immediately contact them. DO NOT wait for game schedule to come out.

 

5. Rules. Please see the Hopkinton website or the BAYS website

 

6. How to use BAYS – Travel only. The BAYS website (bays.org) contains schedule information for coaches to look up their schedule, go to Official Schedule and type in gender, age, division, and section. They can then choose to see the entire schedule or just by week. Also on these pages are opponents, their coaches and how to contact them. Coaches MUST verify away games with opposing coaches, and ONLY go by what is given to them by the Registrar for home games. The BAYS website cannot be counted on for correct information. It is just a guide.

 

7. Coaching Guidelines – In town/Foundations only. On the website under Coaches there is a document labeled HYSA Coaching Guidelines. This document ensures coaches have the information they need.

 

8. CORI. EVERY coach MUST be CORI certified before they can coach a team. To quickly fill out this form online, coaches should go to the Mass Youth website (mayouthsoccer.org). You must have a current form on file in order to assist or head coach for HYSA. The form must be filled out one time only. A CORI is run every year when a name is submitted as a coach. These are NOT the same as the ones for the schools or another sport. Please take time and do this today.

 

 

 

 

 

 

 

General Information to Forward to Players

An example letter for coaches to send their players is located at the end of this manual.

 

  1. 1.        Season Length/Schedule

The season is scheduled to start the week of April 6 and end on Saturday June 13th .  The first game of the season will be Sat., April 11.  There will be no games on Saturday, May 23rd for Micro through 3rd grade (Travel will have games) but there are games both weekends of April vacation.  The earliest start times are 8:00 for all grades.  Your specific schedule will provided by your Age Group Coordinator (AGC) for Micro-3rd grades.  Any changes to the schedule must be approved by the AGC.  For games with referees (2nd and 3rd grade only), the Referee Scheduler must be notified as well (Colette Cronin, 435-7648 or hopkcoaches@comcast.net).

 

  1. 2.        Rain Procedures – Check website or Hotline (877) 373-8326 x6801

If the fields are open but appear to be in poor condition, the referee is responsible for determining if the games will be played.

 

  1. 3.        Practices

Teams should practice only at their assigned time and field.  If you need to cancel practice notify your players as early as possible.  If fields are closed due to poor weather conditions you will be contacted by your coach. for fields at the YMCA, the Y will make the decision. You can also check the website for field updates on the day of your practice.  If you arrive at the field and the conditions are poor, use your judgment to decide whether to hold practice that day.

 

  1. 4.        Medical Release Forms

Coaches will no longer need Medical Release Form filled out by each player.

 

  1. 5.        Player Equipment

All players MUST wear shin guards to all practices and games.  Shin guards must be covered by socks.

 

  1. 6.        Referees

All 2nd and 3rd grade games will have referees.  These referees are all certified by the Massachusetts State Referee Committee but are in the early stages of their learning curve.  We must encourage them by being respectful of them and their decisions.  We must also set a good example for both our players and their parents. All travel games will have referees from the town you are playing in. It is the coach’s responsibility to ensure that all parents, players, and coaches are not abusive or disrespectful to the referees.  We strive to provide excellent officials and to this end issues relating to the referee performance should be addressed to Jeff Reynolds (our referee director) at jeff.reynolds21@verizon.net.

 

  1. 7.        Uniform

HYS soccer jerseys must be worn at all games.  Foundations and In Town will be given t-shirts each season..For Travel uniforms can by purchased at the Soccer Spot in Milford (Kohl’s Plaza on Rt. 109).

 

  1. 8.        Registration

Registration for the fall season takes place during June and for the spring season during Oct/Nov.  Players are encouraged to register on-line at www.hopkintonsoccer.org.  Call 435-5523 if you can’t register online.

 

 

 

  1. 9.        Year End Assessments

Player assessments should be completed within one week of the end of the season.  These are vitally important for team placements in the following season so please give these some time.  Assessment forms can be found on-line. Report cards for 2nd and 3rd grade should be done by coaches and handed to players at their last game.

 

  1. 10.     Play Soccer/Other professional soccer coaching

Play Soccer is a professional soccer coaching organization that we contract to help our program.  Details on our use of Play Soccer or another vendor with be forthcoming.

 

11. Zero Tolerance Policy

 

Hopkinton Youth Soccer Zero Tolerance Policy

Hopkinton Youth Soccer has adopted the BAYS Zero Tolerance Policy (see below) for all HYSA age groups and teams. Coaches, players, parents and all members of the Hopkinton Youth Soccer community are expected to uphold this policy and respect the referee regardless of their age or experience.

Zero tolerance violations will be taken very seriously by HYSA and BAYS and will result in warnings, suspensions, or removal from Hopkinton Youth Soccer whenever deemed warranted by HYSA’s Board of Directors.

Coaches, please read the following policy and review with all players and parents at the start of each season and whenever else it seems needed.

Parents, please read the policy and review this policy with your children.

Many referees are young and just starting their careers as soccer referees. Please be respectful and support the referees, and report any Zero Tolerance violations to the HYSA Referee Director.

 

 

12. Jewelry or Casts Policy

 

Hopkinton Youth Soccer No jewelry or casts Policy

Hopkinton Youth Soccer puts safety as a top concern. In doing so, we do not allow any kind of jewelry to be worn by any player for any reason during a game. This includes earrings that are newly pierced or taped down. Medical bracelets are acceptable, but must be taped down. Hopkinton Your Soccer does not allow hair beads to be worn in the hair. The only exception to this would be if the player’s hair is pulled back in a pony tail where the pony tail is not so long that it would swing and hit anyone. Additionally, no casts of any kind can be worn by any player for any reason. It’s a safety issue and the referees will check for these things prior to any game.

 

 

 

13. Sportsmanship

 

Hopkinton Youth Soccer on Sportsmanship

The Player

  1. Treats opponents, teammates and coaches with respect.
  2. Plays within the rules of the game of soccer.
  3. Displays a good attitude and learns the value of teamwork.
  4. Respects referees and accepts their decisions without gesture or argument.
  5. Wins without boasting, loses without excuses and never quits.

 

The Parent

  1. Supports coaches by providing positive encouragement to all team members during practices and games.
  2. Respects the judgment of the referee and do not criticize their decisions.
  3. Keeps the focus on improving soccer skills instead of winning.
  4. Communicates with the coach and create a positive, supportive working relationship.
  5. Understands and respects the different roles of parents and coaches. HYS has an unwritten motto – Coaches Coach, Players Play, Parents Parent.

The Coach

  1. Is encouraged to attend license certification courses. Coaches of teams in the Travel Program are recommended to have an F license and are strongly recommended to have an E license. Coaches at the second grade level and up in the In Town Program are strongly recommended to have an F license. All coaches starting at the Kindergarten level are required to have the G license.
  2. Knows the rules and understands the game.
  3. Teaches and inspires soccer players to love the game and to compete fairly
  4. Treats own players, parents, and opponent with respect.
  5. Follows the Zero Tolerance Policy. Informs players, assistant coaches and parents of the need for appropriate and respectful behavior, speaks with those who are not behaving appropriately..
  6. Respects referees and accepts their decisions without gesture or argument.

 

The Official

  1. Knows the rules and understands the game.
  2. Places health and welfare of the players above all other considerations.
  3. Treats players and coaches courteously and demands the same from them.
  4. Works cooperatively with fellow referees and linesmen.
  5. Is fair and firm in all decisions on the field.

 

6. DURING THE SEASON

 

a. Observing Games

During each season (Spring and Fall), the AGC should try to observe as many games and practices as possible. This will enable the AGC to make a more accurate assessment of players and coaches at the end of the season. While the AGC will not be solely responsible for rating players, frequent observations will help to “even out” any discrepancies in player ratings. Because coaches will likely not get to see players from other travel teams, a top rating from one coach many be very different than a top rating from another coach. The AGC can help mitigate these differences from an objective standpoint.

 

b. Checking In

After the first week of practices and games, AGC’s should send coaches a note asking how it’s going. How did the first practice go? Were the fields and goals alright? How did the first game go? Was it a competitive game? How were the referees (if you had them)?

 

For travel teams, AGC’s should check in with coaches after 4 games and ask if they need to move up or down within their division. Any teams that are blowing the competition away should be moved up ½ way through, and those that are being blown away should be moved down. It’s not always easy to get teams in just the right division and section, so BAYS makes it possible to change ½ way through so everyone can have a good season.

 

c. How to Deal With Issues – who to contact

Within a season there may be a time or two when some kind of issue comes up with coaches, players, parents or referees. When this happens, the AGC does not have to go it alone. They can always contact their Director for help, or talk to the Referee Director if it involves referees. It’s always best to be sure to hear both sides of an issue before taking any action. AGC’s should keep in mind that anyone on the HYS board can also be of assistance if they cannot get results from their Director.

 

d. Grade Evaluations

In the fall, during October, HYS will hold grade evaluations for 3rd thru 7th graders. These evaluations (not try-outs) are done to help place players on the right teams based on their abilities. This is invaluable when children are moving from In Town to Travel, where they start to be placed on teams with like skilled players. HYS evaluates 4th grade players because they will be moving from 6v6 to 8v8 in the Fall, and 6th grade players who will be moving from 8v8 to 11v11 in the Fall. This process gives players the chance to be looked at not only from a coach’s point of view, but from an unbiased professional coach’s point of view. This will aid the AGC in making teams for the next season.

 

The evaluations are run by HYS. They are done on three different dates and players are encouraged to show up for at least two of them.

 

e. Player Evaluations

There are no tryouts in HYS. Teams are formed by an evaluation process that includes the travel director, age group coordinator, coaches and assistant coaches. The more people that are involved in the process the better – it helps to remove any bias that may exist. These evaluation forms must be turned into the age group coordinator at the end of season. The age group coordinator then gives a copy of the forms to the Travel Director.

 

All coaches and assistant coaches must fill out an evaluation form on each player on their team after each season – both fall and spring. These forms let the coach not only rank their players, but give the AGC information on the players abilities. These forms can be found on the hopkintonsoccer.org website under Documents. For Kindergarten through 3rd grade, the Player Evaluation Form – In Town form should be used, and for 4th grade and up, the Player Evaluation Form – Travel form should be used.

 

AGC’s should let coaches know about this after the 6th week of the season, so coaches can start to gather information on their players. It is much easier for a coach who has taken notes at games and practices to write an evaluation, than for one who sits down and tries to do it all from memory. Coaches should be reminded again the last week of the season to ensure the AGC gets the evaluations on time.

 

As an additional point of measure, Foundations and In town AGC’s should ask their coaches how many games they won and lost. Since all coaches don’t rate exactly the same, this will help determine which players were really strong versus those that might have been weaker.

 

PLEASE NOTE! Player Evaluations should be kept some what private and not shared with others. This is a chance for a coach to be totally honest with you, the AGC, without worrying if good or bad comments will be passed around. To ensure this honesty, these evaluations should only be shared between the coach, AGC and Director.

 

f. Report Cards

New, spring 2009, HYS is introducing Report Cards. This will be a simple multiple question card for coaches to fill out on each of their players. This is a way to give feedback to players and their parents on what they are doing well, and what they can work on. This should be relatively quick and easy since coaches will be working on their evaluations anyway. These report cards should be given out at the last game of the season. HYS will start this with the In town programs only, and hopefully move to Foundations and Travel programs in future seasons.

 

7. AFTER THE SEASON

 

a. Player Evaluations

When the season comes to an end, all coaches must get their player evaluations handed into the AGC within one week. A copy of these evaluations should also be sent to the Foundations, In town or Travel Director as well, depending on the age group the AGC is presently in. Please take the time to mark the rankings in your player spreadsheet in your AGC binder and get your binder up to date from the season..

 

It is important to save the evaluations from season to season so a player’s progression can be compared. Also, saving the evaluations from the Fall season is important since many players do not play Spring soccer. Without these evaluations, the AGC’s job in making teams for next season is next to impossible. These must be handed in before your End of Season Meeting (travel only). Also, once the season ends, coaches will begin to forget details about their players. If any coach has anything worrisome in their evaluations, please talk to them about it immediately before too much time slips away.

 

b. End of Season (placement) Meeting – Travel only

As per the HYS bylaws, within 2 weeks of the end of each season, the AGC needs to coordinate a meeting of all coaches and assistant coaches to conduct a review of the season. There should be a sense of urgency to this process. This meeting should include verifying each team’s record for the season, as well as reviewing the performance of the players. This meeting will also include an effort to form team rosters for the next season. A list of registered players for the next season will be available before these meetings from the HYS registrar. The registrar will forward the registered players to the AGC.  PLEASE SEE “5. PRIOR TO THE SEASON, a. How to Form Teams, Travel” for detailed information on this. Information on how teams are formed should be sent to the coaches prior to the meeting so they know what to expect.

 

It is very important to conduct these End of Season (placement) meetings in a timely fashion. HYS must submit team requests to BAYS by early July for the Fall season, and by mid December for the Spring season. In order to have the best opportunity to accurately place our teams in BAYS, HYS needs a very accurate picture of the teams as soon as possible. Once we request the placements from BAYS, changes to the placements, while not impossible, should be avoided if at all possible. As a result, roster juggling after the group meeting is strongly discouraged.

 

The bottom-line is this: the creation of teams, the assignment of coaches, and the placement requests should be a team effort between the AGC, the coaches/assistants, and the Travel Director. None of these activities should be done in a vacuum, and every person involved should have an equal input to the process.

 

After the meetings, the AGC, Coaches, Assistants, and the Board should not discuss the rosters with any player or parent. Because of the potential for minor changes due to adds/drops, rosters are not released until about a month or less before the season.

 

8. MISCELLANEOUS

 

Indoor Soccer

HYS is NOT involved in any way, shape, or form with Indoor Soccer at this time. The fact that a child does or does not participate in an Indoor Soccer program should not influence where the child may be placed on a HYS travel team. By participating in Indoor Soccer a child will likely acquire valuable additional game experience and skills that will likely lead to better performance in HYS-sponsored outdoor soccer. However, a child must NOT be penalized for NOT participating in an Indoor program.

 

9. EXAMPLE LETTERS/SCHEDULES/EVALUATIONS

 

Throughout the year the AGC will find he/she has to send out several emails to coaches, parents and players. To aid them, and prevent everyone from recreating the wheel, some examples to use are shown below.

 

When using any of these examples, be sure to read through them and change dates, times, field and any other information that may need updating before sending out.

 

a. Letters from the AGC

i. Thanks for volunteering

 

Thank you for volunteering to coach!

 

I am the 2nd grade boy’s age group coordinator and have been given your name as someone who volunteered to coach when you registered your son for the fall season. I am contacting you to verify you are still interested in coaching. As the boys move to 2nd grade they will be playing 6v6, will have one practice a week and a game on Saturday. The season runs 10 weeks starting Sept. 6th and we do not play Columbus Day weekend, meaning there are only 9 weeks of games.

 

We have 67 boys signed up. Playing 6v6 will work out to be 6 teams with 11-12 on a team. Since we seem to have a surplus of coaches this fall, if everyone still wants to volunteer, I will consider putting two assistant coaches on some of the teams with a head coach. I know in the past there are times when we all can’t make a game or practice and it helps to have others there to take over.

 

So what I need from you now is to let me know if you are or are not still interested in coaching. Please email me back at your earliest convenience. At the bottom of this note I have listed who volunteered for what position. If you have any questions please let me know.

 

Thanks,

<AGC name>

HYSA 2nd grade boy’s age group coordinator

 

ii. AGC Fall Kindergarten Letter – to be sent in early July

 

Parents,

 

I am the Age Group Coordinator for the Kindergarten Girls for Hopkinton’s Fall Soccer Program. Thank you for registering your daughters. If she’s anything like my oldest, she’s very excited about entering Kindergarten and player soccer!! Thanks also to those of you who have volunteered as either a Coach or an Assistant. Based upon our enrollment numbers we will be taking ALL of you up on your offers! Additional information will be forthcoming about a coaches meeting to be held late summer.

 

Based upon current registrations and in anticipation of additional registrants throughout the summer, we are in need of 2 additional head coaches and 4 assistant coaches..@ a minimum. For those who may be hesitant due to not having player soccer themselves, I have been assured that No soccer experience is necessary. In fact, Hopkinton Youth Soccer hires an outside outfit to come in for some of the sessions that we will have, who are there mainly to assist the coaches and assistants. They’ll help you develop drills, etc. Please let me know if you will be able to make this commitment! In talking with other coaches, it’s a lot of fun!!!!

 

I also want to give you all a heads up on a couple of administrative items.

 

  • Around the end of August you will receive the coach/team assignment for your daughter and the time she will be assigned.
  • Soccer will take place on Saturday mornings for 1 hour. Sessions will probably be 8:00, 9:30, and 11:00.
  • 1/2 of the hour will be dedicated to drills and the other 1/2 to a 3×3 scrimmage. There is NO additional practice during the week.
  • Play will be on <inset field>.
  • Shin guards are MANDATORY, no exceptions.
  • Cleats are strongly recommended, but not mandatory. Please note, they will come in handy if the fields are wet.
  • No jewelry is allowed…this included pierced earrings so please keep this in mind if you are considering piercing your daughter’s ears over the summer. The only jewelry allowed are medical alert bracelets which must be taped down during play.
  • Reversible green/white jerseys are required and can be purchased at Soccer Spot in Milford (by Joann’s Fabric).
  • Size 3 soccer balls will be provided to all incoming registrants.

 

I hope you find this early information helpful as you embark upon an enjoyable summer. Please contact me if you have any questions or concerns.

 

Regards,

<insert name>

 

iii. Kick Start Welcome Letter for Parents

Hi Soccer Moms and Dads,

Welcome to Hopkinton Youth Soccer’s “Kick Start” program for 4- and 5-year olds!

With the start of the season a week away, we wanted to send along some important reminders (below).  Any additional questions or concerns can be sent to me at sue.okeefe@comcast.net.

First clinic: Saturday, May 2. The spring sessions run for 6 sessions, taking a time out for Memorial Day weekend.

Time: 11 a.m. Saturday

Location: The  “Lower Pyne” field located on Fruit Street near the “Saw Mill” entrance.  Directions and a map can be found on the HYSA website (www.hopkintonsoccer.org) using the “Fields” link (see “Pyne Fields”) on the left menu.

  • On the first day, please try to arrive 15 minutes early. We need to sign your child in, make sure you sign your waiver (attached), distribute your T-shirt uniforms and introduce you to your group. If you have kids already in any organized sport, you already know that the uniform helps the kids feel like part of the team. They should wear this each week for the session. Don’t be surprised if they want to wear it other times too – it means they’re a big kid!
  • We have more than 100 children registered, so parking may be tight. Carpooling is strongly encouraged when possible.  There is plenty of parking in a lot up the hill on Upper Pyne. Please be mindful of posted parking signs, especially signs on the entrance road.  Do not block the roadway.
  • Please fill out the attached waiver and bring it with you to the first session.  This will speed the registration process.
  • There are no “facilities” at Pyne. Please remind your child to take a trip to the restroom before leaving home.
  • If the weather looks “iffy,” or it is a rainy day, please visit www.hopkintonsoccer.org and review the scrolling message across the top of the screen. If the clinic is canceled, there will be no practice and we’ll schedule a make-up day.
  • Sunscreen is always a good bet this time of year.
  • Please bring a water bottle to each session. It can get hot on those fields, especially later in the season.
  • You’ll need a #3 ball at all sessions. Hopkinton Youth Soccer balls will be available for purchase at the field the first few weeks, and we’ll have Sharpie markers to label balls as well, but we strongly encourage parents to purchase balls in advance from local sports equipment stores (i.e., The Soccer Spot and Sports Authority In Milford, etc.)
  • No shin guards are needed, and please DO NOT have your child wear cleats – they can hurt if someone (usually mom or dad) gets stepped on.
  • We welcome your involvement with each practice, especially if you feel your child needs a little boost from you to get going.  Nothing makes a kid want to play than if mom or dad plays along too.  After a few minutes, hours or weeks, they’re going to tell you to get lost, so enjoy this time!

In closing, we would like to thank all of you for your support and excitement for this program.  Our goal remains to provide a fun, non-competitive first soccer experience in preparation for the years-upon-years of competitive soccer that will hopefully follow.

We look forward to seeing you on May 2!

<Kick Start AGC name>

Kick Start Coordinator

iv. Kick Start Coaches Letter

 

Hi Kick Start coaches,

 

Thanks so much for volunteering to lead a team for the Kick Start program! We think this season is going to be a lot of fun.

 

A couple of notes:

 

  • The teams will be sporting 4 different uniform colors this session. This is a change from the previous sessions if you’ve coached before.
  • Please plan on being at the field and ready to go at 10:40 a.m. on Saturday, May 2. Not only do you need to get a practice-plan run through from our Mass Youth Soccer coordinator, but I also need to check in our coaches and assistants (and their kids) BEFORE the masses arrive.
  • I’m going to ask the coaches to distribute the T-shirts to players this year. I think this will speed up the check-in process and help us get started on time the first session. Another reason to be there early!
  • I’ll send out your “roster” and the first session practice plan a day or two before the season starts. You do NOT need to contact parents in advance. This is only so you can start to learn your players’ names. The first two sessions we’ll try to have kids wear their name tags to help you.
  • Feel free to call on parents to join in the fun if you see a child is reluctant to participate. Oftentimes that nudge is all they need.

 

Remember, the goal is to teach the kids that soccer is fun, so be your crazy, silly selves and they’ll have a blast while learning ball and body control!

 

Thanks again for volunteering. See you next Saturday!

 

<KickStart AGC Name>

Kick Start Coordinator

 

b. Letters from the Coach – AGC can pass on to coaches

i. Preseason Letter – grades other than Kindergarten

Coaches, please note that in your first communication to parents you should have them email you an “I received this” reply so you know they were contacted.  If you do not receive an email reply please contact via phone.

 

Hi,

 

I am your [SON/DAUGHTER] [GRADE] outdoor soccer coach for this spring season. I am looking forward to meeting those of you I do not know.  I am in my Nth year of coaching and am currently completing my F course coaching license. I’m looking forward to working with your girls and helping them improve their skills as well as having fun this season.

 

EMAIL – Please send me an email back so I know I have the correct email address for you.

 

SEASON – The season starts the week of <inset date> and runs for <9 weeks for In Town, 10 weeks for Travel>  weeks. We do NOT play on <insert holiday weekend> (In Town only).

 

PRACTICE – We will be practicing on [DAY] at [FIELD] [TIME]. Our first practice will be held Sept. X weather permitting. Players must wear shin guards, bring a size [X] ball and water bottle. Cleats are recommended. I plan to start and end practice on time so please try to have your player on time.  Games will also be at [FIELD].

 

SCHEDULE – as soon as I have it I will pass it on to you.

 

RAIN CANCELLATIONS – In case of rain or wet field conditions, please check the hopkintonsoccer.org website. They try to have it updated by twice on Saturday mornings. There is also a hotline you can call into. 877-373-8326 x-6801. If a practice is to be canceled, I will email everyone as early as I can.

 

UNIFORM – Soccer t-shirts will be given to Foundations and InTown players are their first practice. Those travel players need to go to Soccer Spot in Milford for a Travel Uniform. All players must also have shin guards and cleats.  Shin guards must be covered by socks.

 

GAMES – We will be playing [FORMAT eg 4v4 with no goalies].

 

NO JEWELRY – Per HYSA – NO JEWELRY, CASTS OR HAIR BEADS ARE ALLOWED ON THE FIELD.  No exceptions!  No bubble wrap, towels, exceptions for newly pierced ears, or anything else. Referees are instructed not to let players with any of these on the field as they can pose a danger to themselves and other players.  The only exception for the hair beads is if all hair can be pulled back into a braid or pony tail and it cannot swing into someone.

 

ASSISTANT COACH – <insert name> will be my assistant coach and we’re both looking forward to a great season.

 

ROSTER – <insert roster>

 

All information listed in blue is for you to get back to me with as soon as possible.

 

If you have any questions, please feel free to email or call me at <insert number>.

 

Thanks,

Coach <insert your name>

 

 

ii. On Field Injuries (Foundations)

 

Last week we had an unfortunate situation where a player was injured during a game.  To try to prevent further injuries please establish some signal “ground rules” with your teams.  Make sure your players know how to signal you if they need assistance.  Have them go to one knee if they are hurt (all other players on the field should go to one knee if they see another player doing so).  Kids may be expecting us to anticipate what they are thinking/feeling not to mention they might forget names.  Having them raise their hands is a good way to signal for a sub.  If you have a whistle please inform your team to stop when they hear one, lastly be prepared to go on to the field immediately to an injured player regardless of whose team they are on to halt play and protect further injury to the player down.  Safety first, soccer second.

 

c. Foundations/In Town Schedules

 

Over the course of many seasons, an AGC will find themselves with 4, 6, 8 or even more teams at one time. Instead of recreating the wheel, examples of schedules are shown below for you to use. If you have coaches who have requests, like all 8am games, you can vary the schedule where needed.

 

4 Team Schedule

First team listed wears Green shirt,  second team wears White shirt
All games played at Lower Fruit St – B
 
 

Date

Time

Teams

11-Apr

8:00

3 v 4

9:30

1 v 2

18-Apr

8:00

2 v 3

9:30

4 v 1

25-Apr

8:00

3 v 1

9:30

4 v 2

2-May

8:00

2 v 1

9:30

4 v 3

9-May

8:00

1 v 4

9:30

3 v 2

16-May

8:00

2 v 4

9:30

1 v 3

23-May

No games
Memorial Day
weekend

30-May

8:00

3 v 4

9:30

1 v 2

6-Jun

8:00

2 v 3

9:30

4 v 1

13-Jun

8:00

3 v 1

9:30

4 v 2

 

 

 

 

 

 

6 Team Schedule

 

Time 1

Time 2

Time 3

Week1

1 v 2

3 v 4

5 v 6

Week 2

6 v 4

5 v 2

1 v 3

Week 3

3 v 5

4 v 1

6 v 2

Week 4

2 v 4

3 v 6

5 v 1

Week 5

1 v 6

2 v 3

4 v 5

Week 6

NO GAMES – HOLIDAY WEEKEND

Week 7

5 v 6

1 v 2

3 v 4

Week 8

1 v 3

6 v 4

5 v 2

Week 9

6 v 2

3 v 5

4 v 1

Week 10

5 v 1

2 v 4

3 v 6

 

8 Team Schedule

 

Time 1

Time 2

Time 3

Time 4

Week 1

1 v 2

3 v 4

5 v 6

7 v 8

Week 2

8 v 6

7 v 5

3 v 1

2 v 4

Week 3

2 v 3

5 v 8

6 v 7

1 v 4

Week 4

1 v 5

2 v 6

8 v 4

3 v 7

Week 5

7 v 2

4 v 5

6 v 1

3 v 8

Week 6

8 v 2

4 v 6

7 v 1

5 v 3

Week 7 NO GAMES – HOLIDAY WEEKEND
Week 8

6 v 3

1 v 8

4 v 7

5 v 2

Week 9

1 v 2

3 v 4

5 v 6

7 v 8

Week 10

8 v 6

7 v 5

3 v 1

2 v 4

 

 

 

d. Evaluations examples

 

Susan has amazing talent but is not always in the game.  If she focused more she would surely be the best on the team.  She tends to pass too much, even when it’s not necessary.  Unfortunately, she tries only about 25% of the time and can be distracting and disrespectful at times.

Margaret always gives 100%.  Does well moving through traffic.  She needs to work on passing the ball and looking up while dribbling.  Nice kid who listens well.

Sara is a very strong keeper.  She has great speed and aggressiveness in field positions.  Working on field awareness and foot skills will make her a stronger player.

 

Excellent overall player, solid skills, made some very big plays in several games, needs to tone down the drama at times

 

Major offensive threat, plays with an edge that is contagious, great speed, missed 4-5 games due to hockey conflicts

 

Much improved all around game, especially passing and ball control in the midfield, played with an edge most of the time, a bit inconsistent at times, good teammate

 

Strong defender, can kick the ball a country mile, improved toughness this season, solid all around skills, needs to continue to work on ball control and passing