Manager Checklist

The following checklist is designed to help you prepare for and execute the season. If you have any questions, feel free to reach out to our Coordinator of Managers.

• USA Hockey Registration: Team Managers are required to register with USA Hockey as a Manager/Volunteer. There is no registration fee for this role. You can complete your registration at the USA Hockey Website

• SafeSport Program Training: SafeSport Training is required for all team managers and must be completed yearly. You can find more information about the program at the USA Hockey SafeSport Program website.

• Background Screening: Background screenings are required for all team managers and are to be completed every 2 years. You can find more information about the screenings at USA Hockey Background Screen website. There is a small cost to complete the background screen process.



• CSDHL: You can access additional resources (i.e. patch placement and helmet sticker placement) by visiting the CSDHL website.

If a team is interested in using an alternate rink, the following steps must be taken:

• The request must be submitted to both the Hockey Director and the President/VP.
• The team must provide justification and demonstrate that all other options have been exhausted.
• A final decision will be made, and if necessary, the request will be brought to the Board for a vote.

• Weekly Emails: Send a "Week Ahead" email on Sunday nights to communicate upcoming events or changes. This is a good time to coordinate parent volunteers for scorekeeping and clock-running for home games. Remind players of their required arrival time (typically 45–60 minutes before puck drop, but confirm the exact time with your coach).

• Weekly Email Template:
• Subject: The Week Ahead: [Team Name] - [Date]
• Body:

Hi Team,

Hope you had a great weekend. Here's a look at what's on the schedule for the week of [Start Date] - [End Date]:

[Day of Week],[Date]: Practice at [Time] at [Rink Name]

[Day of Week],[Date]: Game vs. [Opponent] at [Time] at [Rink Name]

Please have players arrive [45-60 minutes] before puck drop.

Game Volunteers: We need volunteers for the following home game duties. Please click here to sign up: [Link to Crossbar Volunteer Page]

• Time Keeper
• Score Keeper

Let me know if you have any questions.

Thanks,

[Manager Name]

• CSDHL GameSheet: Scoring for CSDHL games will be done on an iPad using the GameSheet program. Parents volunteering to help with scoring should watch this brief GameSheet tutorial.

• Referees: CSDHL will schedule referees for the regular season. If a game is rescheduled, you will need to contact the BYH Ice Scheduler and Coordinator of Managers.

• Locker Room Assignments: For home games, locker rooms are posted upon entry. For away games, they are similar, but some rinks require you to leave a driver's license or keys in exchange for a locker room key. Players are expected to respect and clean up the locker room, as they are representing BYH and the team. It is the expectation that all players will help keep the locker rooms clean.

• Time Keeper: You must provide a parent volunteer for all home games.
• Score Keeper: A parent volunteer keeps score during the game on an iPad using the official GameSheet program.
• Posting Final Score: CSDHL uses GameSheet, which automatically syncs when it is online. If the app was used offline, ensure you connect to Wi-Fi within 24 hours to upload the score to the CSDHL website.
• Game Misconducts: If there are any game misconducts issued during the game, notify BYH Rules and Ethics for review. The official scoresheet must be submitted to Rules and Ethics within 48 hours.
• Game Stats: Enter the final score and goals/assists into your team's Crossbar page after each game.

Each family agreed to volunteer for a minimum of four hours during the season when they accepted the offer to be on the team. If a family does not meet this obligation by the end of February, their account will be automatically charged the $250 buyout fee. 

• Manage volunteer hours by completing the volunteer spreadsheet template (below) and upload it to Crossbar. This feature will automatically update families accounts when they volunteer. Thus, a little time on the front end will save all of us time in manually updating volunteer hours during the season. Please use the template excel spreadsheet below to enter volunteer opportunities and email to the treasurer at treasurer@bloomingtonyouthhockey.com.
• You may complete one spreadsheet for declaration rounds and submit another for regular season volunteer opportunities at a later date.
• If Crossbar is not used to manage volunteer hours (Sign Up Genius, spreadsheet, etc.), then each family's account would have to be manually updated in Crossbar. This is not the preferred method. Please use the Crossbar functionality and excel spreadsheet.
• Note that volunteers sign up for shifts on the Crossbar WEBSITE, not the APP. However, families can access the volunteer opportunities through the APP by going to NOTIFICATIONS, then select the drop down arrow by NOTIFICATION SETTINGS and select VOLUNTEER.
• Benefits of using this Crossbar feature:
• When a family signs up for a volunteer opportunity, Crossbar will add that shift to their calendar and will send an email reminder 24 hours before the event.
• The family's account will be updated to show how many volunteer hours they have remaining.

Team managers may choose to have a fundraising coordinator to manage the fundraising opportunities.

• Teams determine fundraising events and clear with Kari Fillingham at fundraising@bloomingtonyouthhockey.com
• Teams determine whether the proceeds of fundraising event will be spread evenly between the team payers or if the proceeds will go to individual players based on their effort/sales.
• Team manager or fundraising coordinator communicates with the BYH treasurer to deposit money and adjust player accounts for fundraising money earned.

• Send welcome email: Work with your coach to send the first welcome email to team. You can send through crossbar. Let them know when first parent/player team meeting is - generally it follows the first practice somewhere at the rink, or in the parking garage.

• Set up team operations: To effectively manage the team, it is highly recommended to delegate responsibilities to parent volunteers. You can choose to fill all of the suggested roles below or take on some of the duties yourself.
• Fundraising Chair: Coordinates team fundraisers and communicates results to the BYH treasurer to be applied to player accounts.
• Social Chair: Arranges social events for the team, plans bonding activities, and organizes the end-of-season party.
• Communications Liaison: Provides updates, photos, and videos to the BYH Board/communications team for sharing on website and social media. Information should be sent to socialmedia@bloomingtonyouthhockey.com.

• Team Communications: Ensure all parents have downloaded the Crossbar app. This will be the main form of communication for your team. This will allow families to see the current calendar, team roster, contact information of other parents, and access the chat feature. The chat feature cannot be accessed through the computer, so ensure all parents download the app so they can communicate with other parents on the team. You can download the app here:
• Apple App Store
• Google Play Store

• Schedule and Plan Tournaments: Each team has a budget for 1-2 tournaments. Tournaments fill up quickly, so book early in September. Work with the BYH Treasurer (treasurer@bloomingtonyouthhockey.com) to pay deposits as soon as possible
• Common tournament weekends include: Columbus Day, Veterans Day, early December, and MLK weekend.
• "Stay to Play" policies are common, meaning you must book your hotel through the tournament's designated hotels.
• Coach hotel expenses for tournaments are covered by BYH; please contact the treasurer for details.
• Tournament Checklist:
• Confirm Tournament: Make sure all fees have been paid.
• Print Roster and Travel Permits: Print the team roster from the AHAI site. You must also print travel permits for any games or tournaments outside of Illinois. You can contact registrar@bloomingtonyouthhockey.com for help with travel permits.
• Communicate Hotel Information: Verify that hotel rooms have been booked for the team and coaches. You are responsible for coordinating all hotel blocks and communicating all tournament information to your team. Regarding rooms for coaches:
• Confirm with the tournament company/hotel how many rooms are comped for the head coach and assistant coaches.
• If not enough comped hotel rooms, the team will cover the cost of the hotel room for (1) head coaches and (2) nonparent assistant coaches. Coach is responsible for paying for the hotel room and shall submit a receipt to the BYH treasurer for reimbursement. Any additional costs will be the Coach’s expense. 
• Parent assistant coaches are eligible for a complimentary hotel room if there are complimentary rooms available after the non-parent coaches’ rooms are awarded.
• The team is not obligated to cover the cost of the hotel room for parent assistant coaches, but may choose to do so based on the team’s financial circumstances. Please discuss with the BYH treasurer.
• Roster Stickers: Roster stickers for tournaments will be provided by BYH if needed. Please bring at least 15 stickers per tournament. These are placed on the scoresheets and given to both teams and tournament coordinators after each game.
• Game Day Details: Communicate all game day details to your team, including location, time, and required arrival time.

• CSDHL GameSheet: Scoring for CSDHL games will be done on an iPad using the GameSheet program. Parents volunteering to help with scoring should watch this brief GameSheet tutorial.

• Plan Team Building Events: These months are a great time to schedule off-ice team-building activities to strengthen camaraderie. Ideas include:
• Organizing a bowling night or movie outing.
• Hosting a team dinner after a game or practice.
• Coordinating a team-wide gift exchange during the holidays.

• Begin planning Final Party: Start researching potential dates, venues, and a budget for the end-of-season party.

• Confirm tournament for MLK, Jr. weekend: Make sure fees have been paid, travel permits are in order, and hotel rooms are booked for the team and coaches.

• CSDHL tournament: A round robin tournament is typically held for the top teams in the league. The format may vary.

• AHAI State tournament: Invites for this optional tournament are usually sent in early December and are due in early January. Your coach will decide if the team will play, based on budget and interest.

• Hat Trick/Shutout/Playmaker: Scoresheets will need to be submitted to the BYH Registrar for any players who had these during the season. Each player who receives one of these in a game will get a patch at the end of the season. Only one patch per type per player will be awarded in any given season.
• Shutout = opponents score is zero - patch goes to goalie
• Hat Trick = 3 goals in one game
• Playmaker = 3 assists in one game

• Check In on Final Party Plans: Follow up on the party research from December to see what options are still available and begin to narrow down choices.

• Communicate tournament details: Tournament season can be hectic due to last-minute scheduling. Communicate as much as you can in advance so families are aware of the potential for late changes.

• Finalize Party Plans: Secure a venue and send out invitations for the end-of-season party.

• Get coaches' gifts: Discuss with team parents to organize appropriate gifts for coaches to show your appreciation. Lavish gifts are not encouraged or expected.

• Third Tournament: A third tournament is at the discretion of the parents and coaches. All additional fees associated with a third tournament will be the responsibility of the player families.

Your role as a team manager is absolutely essential. While coaches focus on player development and strategy, you are the backbone that ensures everything runs smoothly off the ice. Your organization, communication, and dedication are what allow the team to function effectively and what makes the experience enjoyable for all the players and their families. THANK YOU for taking on this important responsibility. The season's success is a direct reflection of your hard work!